Administration Assistant

**JOB DESCRIPTION** **POSITION**: **Administrative Assistant** **LOCATION: Langley, BC** **REPORTS TO: Mortgage Administration Manager** **DEPARTMENT: Mortgage Administration Department** **JOB DESCRIPTION** VWR Capital Corp. is a small but dynamic financial services company headquartered in Langley, BC. We are seeking a full-time Administrative Assistant to join our team. VWR Capital Corp. (VWR) traces its roots back to the early 1990s when our founder and CEO saw the opportunity to establish a Mortgage Investment Corporation (MIC). Today, VWR has a portfolio of over $700 million in mortgages under administration across British Columbia, Alberta, Saskatchewan, Manitoba, and Ontario. The primary responsibility of the Administrative Assistant is to oversee incoming and outgoing communications and will be acting as the gatekeeper for internal and external contacts, including vendors, colleagues, lawyers, brokers, and clients. The Administrative Assistant’s role is crucial in keeping the Executive Team organized, informed, and prepared, as well as ensuring the day-to-day needs of the office are achieved in a smooth and professional manner. **KEY ACCOUNTABILITIES & RESPONSIBILITIES** - Overseeing incoming and outgoing communications with internal and external contacts including clients, vendors, brokers, and lawyers. - Coordinating calendars and keeping the Executive's calendars up-to-date, including adding events, rescheduling appointments, and providing daily briefings. - Planning and organizing internal and external events, including the annual AGM. - Assisting with a variety of departmental projects as needed. - Conducting research and creating reports on various topics based on the needs of the Executives. - Preparing marketing packages. - Managing travel schedules including bookings and shipping trade show materials. Administrative Assistant Job Description - Creating a welcoming environment by greeting guests, answering phone calls, directing visitors, and taking messages for employees. - Review incoming Reporting Packages and documents, update system information, and file accordingly. - Providing administrative support to the Mortgage Administration Department. - Review insurance renewals and update system information, and file accordingly. - Handling inbound/outbound couriers, filing, and scanning. - Data cleanup. - Ordering office supplies and maintaining inventory. - Reviewing incoming State of Title Certificate’s (STC’s) and file accordingly. - Updating and maintaining systems and files. **SKILLS AND KNOWLEDGE** - Exceptionally detail orientated with strong problem-solving skills. - Ability to work in a fast-paced environment with multiple projects going simultaneously. - Self-starter with excellent teamwork and collaborative abilities. - Strong work ethic and punctuality. - Familiarity of Microsoft Office specifically Excel, Word, and Outlook, and Google Suite. - Outstanding communication and interpersonal skills. - Ability to handle sensitive information and maintain a high degree of discretion and confidentiality. - Enthusiastic and genuine with a “how can I help?" attitude. - Effective time-management skills. - Ability to learn quickly with a flair for multi-tasking. - Flexibility to be able to move between activities and duties quickly if priorities change. - Ability to conduct research and create reports or presentations. **Experience**: You should have a minimum of 2 years front desk management and/or office administration experience. A Business or Financial Services Diploma and/or mortgage or real estate experience is preferred. **PERSONAL VALUES** Highly aligned with VWR Capital Corp. organizational values, including: **Integrity**: - Take pride in doing what is right. Act from a place of integrity in all dealings. **Collaboration - **Maintain and build effective working relationships with internal and external stakeholders. **Accountability - **Take ownership in activities, knowledge, learning, decision making & reputation. **Passion - **Committed in heart and mind. Take initiative. **Focus - **Set goals and have the tenacity to stay the course. **Salary**: $50,000.00-$55,000.00 per year **Benefits**: - Company events - Dental care - Extended health care - On-site parking - Paid time off - RRSP match Schedule: - Monday to Friday Supplemental pay types: - Bonus pay Ability to commute/relocate: - Langley, BC: reliably commute or plan to relocate before starting work (required) **Education**: - DCS / DEC (preferred) **Experience**: - Front desk: 1 year (required) - Administrative experience: 1 year (required) Work Location: In person