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Receptionist & Admin Assistant

2 weeks ago

Vancouver, Canada Ste. Marie Studio Full time

**Our Studio**

Ste. Marie is an internationally engaged Vancouver based creative design studio dedicated to realizing inspired and conceptually-driven interior projects. We work with like-minded partners and clients to envision and create spaces that are beautiful, relevant, engaging and unique.

Ste. Marie treats design like a tool which we use to tell the story of a project and to service the market. Our process of research and discovery is disciplined and not overlooked as we believe that if the strategic thinking of a project is sound and we have good insight into the competition, foresee trends, understand the guests desires, needs and habits accurately, we can create an offer that is aligned with what the market demands. Coupled with strong technical execution and precise and thorough coordination, we consistently achieve well positioned and designed spaces.

**STUDIO RECEPTIONIST & ADMINISTRATIVE ASSISTANT**

**Reports to**:
Operations Director

**Qualifications**:

- 2-4 years experience as an office administrator, receptionist or coordinator
- Have excellent English language written and spoken communication skills
- Proficient with Google Suite, Adobe Acrobat
- Familiar with BQE Core, Smartsheets, Hubspot is considered an asset
- Precise data entry skills
- Experience with Apple iOS platform considered an asset
- Exceptional, precise administrative skills, and the ability to handle multiple responsibilities in a day
- Self-starter, works independently, is resourceful, proactive and a lateral thinker
- Ability to execute tasks to the highest quality at all times in-line with Ste Marie standards
- Extremely organized and disciplined, passionate about creating order from chaos and thrives in a busy, changing environment
- Ability to multitask, prioritize and effectively manage time in order to work independently on projects as assigned, easily able to shift gears, maintain a calm disposition and keep focus on the most important tasks at hand
- Personable, outgoing and professionally communicative nature with an ability to collaborate and take direction within a team setting, able to navigate many personalities with ease
- Ability to evaluate and openly communicate workload and support needs within the Studio setting
- Working experience in a high pressure, project based, fast paced and detailed oriented office
- Exceptional time management and task prioritization skills
- Accurate and precise data entry skills with a detailed approach to documentation
- Valid BC drivers license

**General Responsibilities**:

- Manage supply requirements, ensuring general cleanliness and overall office organization at all times, managing cleaner schedule
- Maintain office building systems and maintenance communication: supply ordering, alarm system, printing, package shipment, in-coming and out-going mailings, cleaners, repairs, studio opening and shut-down processes
- IT Coordination and general IT & software requirement communication, inventory, overseeing sign-outs of supporting hardware, supporting Operations Director in ongoing requirements as they relate to IT
- Receipt of post, deliveries and couriers, managing vendor visits and deliveries, directing to the correct team member in a timely and coordinated manner
- Organize and manage external meetings and events with clients
- Arrange for extra-curricular activities and social coordination such as project share-backs, training sessions, lunch & learns, workshops, social events, birthdays, etc.
- Support management in optimizations of team culture
- Print reports from studio software platforms as requested
- Book travel arrangements for team as required, liaising with clients with travel approval requests
- Miscellaneous Ste Marie Office improvement tasks as assigned by management team
- Onboard & off-board employees: Arrange for IT set-up, software access, studio access, equipment access, process introduction, etc.
- Set up templates and maintain management of studio incuding client and vendor contact lists, trackers & studio procedure documentation
- Coordinate studio schedule
- Supporting management team in formalizing documents where required to standardize practices and workflow protocol. Evaluate ongoing needs of office operations and manage revisions and implementation of new systems
- Track and maintain office related purchases, supporting Finance team as required to reconcile purchases and accounts
- Support Finance team in managing and depositing Cheques Weekly/ if occasionally required

**Job Types**: Full-time, Permanent

**Salary**: $50,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC V6A 1X3: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 3 years (preferr