Administrative Assistant

Rize is a boutique real estate developer focused on large scale, design forward, commercial and residential communities. With over 25 years of experience, we create unique, meaningful and inspiring places to live, work and learn throughout Metro Vancouver. We are growing and continually searching for the right people to join our Team. To thrive within the Rize Team, applicants should be self-confident, open-minded, hard working and good humoured.

Rize is a dynamic work environment with an entrepreneurial culture that is high performing yet relaxed. It is a place where suits are rare and working smart is the norm. Each project we undertake has an underlying uniqueness that forms a fundamental part of our DNA, and we take great pride in building communities which are functional, beautiful and accessible.

Role Summary

Reporting to the Director, Property Manager, the Administrative Assistant's primary purpose is to serve as the first point of contact for visitors to Rize. The Administrative Assistant maintains a strong customer service orientation and represents Rize in a professional and courteous manner.

An additional key function of the role is to contribute to the smooth and efficient running of the Rize office and to facilitate the work of Rize teams by ensuring that documents for storage/library are filed according to an agreed system so that they are accessible when needed.

Responsibilities

Reception

• Answers phones in a polite and professional fashion and directs phone calls to the appropriate person. If necessary, takes initiative to find the right person to address the caller's needs.
• Maintains a basic knowledge of the business of Rize and the functions of different employees so as to be able to direct inquiries to the right person. Tracks whereabouts of employees in the event that someone must contact them.
• Opens the office in the morning and closes it at end of day.
• Schedules meeting rooms, set up rooms for presentations, orders lunch, etc.
• Ensures rooms are tidy, equipment is stored after the presentation and that dishes are cleared.
• Processes and distributes incoming and outgoing mail and couriers.
• Greets, screens and directs visitors as required.
• Updates the employee contact list and distributes to the team.
• Orders and set up office phones for new employees and assists other with their office phone questions or problems.
• Tidies up the kitchen, orders kitchen supplies and loads and unloads the dishwasher.
• Monitors visitors access and maintains security awareness.

Office Administration

• Ensures that the office is kept clean and in orderly condition.
• Responsible for restocking office and kitchen supplies.
• Maintains and updates the storage database and purges files and records when appropriate and in such a way as to maintain the confidentiality of the information contained in them.
• Actively seeks ways to improve on the filing/storage system for documents, or on other aspects of the day-to-day operations of the office.
• Ensures the smooth running and usage of all office and kitchen equipment, including photocopies, postage machine, coffee machine, etc. and office furniture and fixtures. Calls for services and orders office supplies when necessary.
• Liaises with the office building's tenant services regarding the team's various requests and needs relating to the office space.
• Travel arrangements for the VP's and Executive Team; including restaurant reservations and room bookings, purchasing gift cards for staff anniversaries.
• Organizes special events; working with the Director of Marketing for event planning.
• Submit select staff expenses through online platform, Rydoo.
• Manage Accounting email; allocating invoices to correct project folder.
• Daily bank deposits.
• Invoice coding and sorting between appropriate projects, including email correspondence to vendors.

General Administration

• Manages the Advanced Parking Systems and updates as needed
• Handles expenses (Rydoo) as needed
• Assists the Property Management team when needed, and is available to provide administrative tasks and requests from other departments.
• Acts as a liaison between accounting and property management teams.
• Ensures all business and operating permits are up to date for all Rize properties.

Qualifications & Skills

• Strong knowledge of MS Office (Outlook, Word and Excel)
• Familiar with email marketing platforms
• Strong customer service skills
• Strong verbal and written communication skills
• Strong time management and organization skills
• Ability to maintain a high degree of confidentiality
• Ability to multi-task
• Ability to conduct research to find best resources and resolution to problems
• Ability to negotiate with office equipment vendor

Salary & Benefits

• Salary range - $45,000 - $55,000 based on experience
• Benefits upon completion of the probationary period