Front Office Coordinator

Front Desk & Office Coordinator

Job Details

Pay :
$52,000–$58,000 a year, salary

Job type :
Full-time, 40hrs/wk

Shift and schedule:
Monday to Friday – 8am-5pm

Location:

PMG
Landscape Architects Ltd.

C Still Creek Drive, Burnaby, BC V5C 6G9

About PMG Landscape Architects Ltd.

PMG Landscape Architects Ltd. is centrally located in Burnaby, British Columbia and provides comprehensive landscape architectural services for all scales of land development and environmental restoration, enhancement and management. We are highly regarded landscape & urban designers who have made significant contributions to the built form of the Lower Mainland and beyond. Our portfolio includes a wide variety of development projects, from single family residential to multi-family, commercial, recreational, educational, health care and more. Our biggest strength is our team of individuals who work together to achieve our continued success in implementing demanding designs for demanding clients with creativity, integrity and excellence.  

Job Description

General Duties Responsibilities of an Office Coordinator include but are not limited to:

Office Operations & Reception

• Greet visitors with a warm welcome, announce their arrival, and direct them to meeting rooms.
• Manage the switchboard: direct calls, take messages, forward voicemails, and answer general inquiries.
• Oversee general office email accounts, respond to inquiries, and forward messages to the appropriate team members.
• Process incoming and outgoing mail, courier services, and small packages.
• Maintain a clean, well-stocked kitchen and coffee stations for everyone to enjoy.
• Oversee meeting room calendars, assist with bookings, and set up virtual meetings.
• Update internal directories and process tenancy requests, such as updating fire safety information or other tenant information with the landlord.
• Prepare supply orders for the office.
• Coordinate with property management to address office-related matters.
• Organize and maintain copier rooms, submitting service and supply requests for printers and fax machines.
• Track office expenses, handle vendor relationships, and manage supplier agreements and contracts.
• Receive, code, and arrange payment for office expenses.
• Assist with project proposals.
• Organize, maintain, and coordinate the storage of office records and files.
• Other duties as required.

Administrative Support

• Assist the partnership group with administrative tasks, including creating orientation manuals, supporting onboarding/offboarding processes, proposal writing and assist other departments as required.
• Provide additional support such as scanning, printing, forwarding invoices and receipts, preparing binders, creating labels, laminating documents, filing, and scheduling couriers.
• Receive IT equipment, assign and track telephone extensions, and update the corporate directory greeting script in coordination with the IT department.
• Banking: Deposit cheques at the bank, coordinate cheque & e-transfer information with the correct invoice.
• Support Office Manager as required

Facility & Equipment Management

• Coordinate maintenance, custodial requirements and repairs to ensure the office is clean, safe, and secure for employees and guests.
• Assist in planning and executing office space changes, furniture procurement, renovations, and special projects.
• Manage office supply and kitchen inventory, anticipating needs and placing orders.
• Responsible for the acquisition, inventory, and maintenance of office equipment, including phones, computers, access cards, and company cell phones.

Health & Safety

• Ensure compliance with health and safety regulations.
• Participate as a Floor Warden or Lead Deputy Warden with the Fire & Safety Committee, maintain the health & safety binder, and complete required training and drills.
• Manage tenancy Fire & Safety accounts and ensure certifications remain current.
• Act as the designated First Aid Attendant for the head office.

Event Planning

• In coordination with the partnership group: plan, organize, and help execute employee events, meetings, conferences, and team-building activities.

Skills & Requirements:

• Education
  : Post-secondary education in business administration or related field is an asset.
• Experience
  : At least two (2) years of office experience.
• Excellent time management, organizational, and planning skills in a fast-paced environment.
• Strong customer focus and excellent customer service skills.
• Familiarity with Land Development/ Municipal Permitting is an asset.
• Occupational First Aid Level 1 certification required or willingness to obtain.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Familiarity with Sage 300 is a welcome skillset
• Reliable and collaborative team player with a positive attitude.
• Friendly, approachable attitude with a professional image.
• Outstanding phone manner and communication skills; able to connect with all levels of employees and external partners.
• Communicates effectively with tact and diplomacy, remaining calm and poised in potentially stressful situations.
• Creative thinker and effective problem solver.
• High attention to detail; able to maintain confidentiality and demonstrate integrity.
• Adaptable, quick learner, and comfortable with new technology.
• Ability to multitask, prioritize, and work independently or as part of a team.
• Available to work onsite at Still Creek Drive, Monday to Friday, between 8:00 AM and 5:00 PM

Why You'll Love This Role

• Be part of a supportive, energetic team where collaboration and fun are encouraged.
• Enjoy variety in your day, no two days are ever the same.
• Make a real difference by helping others and keeping the office running smoothly.
• Grow your skills in a positive, people-focused environment.

PMG Landscape Architects is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We thank you in advance for applying; however, only those short listed will be contacted.