Job Description

At Greater Vancouver REALTORS (GVR), we're passionate about leading professionalism and innovation in real estate. Our award-winning team works hard, has fun, and enjoys the best view in the city from our Spruce Street office. Our 15,000 REALTOR members trust GVR to provide the tools, services, and support they need to provide the best service to their clients. We deliver trusted market insights, advocacy, professional education, and cutting-edge technology solutions to help our members thrive in an ever-evolving industry. At GVR, we are proud to champion excellence, transparency, and sustainable housing solutions while shaping the future of real estate.

Position summary:

This role supports the organization by providing reception and meeting coordination support, liaising with property management for day-to-day building operations issues, handling of incoming & outgoing mail/deliveries, maintaining inventories of office & meeting supplies and administration of room rentals and contract tracking processes.

Key responsibilities:

Acknowledge and greet visitors and provide directions to specific areas of the Board's premises as needed

Handle general telephone inquiries

Maintain visitor log including signing in contractors and issue key cards, monitoring for return at end of job

Receive courier and supplier deliveries and distribute appropriately

Dispatch courier services

Handle incoming and outgoing mail & parcels - distribute incoming, operate postage and parcel systems for outgoing, walk items to mailbox or post office

Open and scan cheques to Accounting.

Onsite liaison with property management building personnel handling day to day building operations issues as they arise - reporting, providing access to rooms, monitoring and reporting any emerging issues.

Office and meeting supplies - monitoring inventory, tracking usage and ordering appropriately, distribution and stocking in designated areas.

Triage Reach us emails - monitor inbox, review and forward to appropriate individuals to respond

Set up meeting rooms with necessary equipment and supplies for meetings, education and training events.

Clear and re-organize meeting rooms following meetings.

Liaise with meeting arrangers regarding catering and other meeting needs and to ensure meeting requirements are communicated and met.

Work with caterers for delivery and set up of any catering required for meetings.

Daily check of all meeting rooms and kitchens to ensure they are stocked with required supplies (coffee, tea, sugar, stir sticks, dishes, mugs, glasses, etc) and replenish as needed.

Create and place meeting signage in elevators at the end of each day.

Maintain inventory of clean linen supplies.

Facilitate meeting room rentals process by:

o Handling inquiries and provide info about meeting spaces available

o Maintaining booking calendar

o Handling the booking/contract process - book space, prepare room rental contracts, obtain signatures and other required documents such as insurance, liquor/serving licenses if applicable.

o Handling the payment process - request/receive any deposits and payments due.

o Working with renters regarding room setup requirements and arrange for appropriate staff to assist where necessary

o Inspecting meeting rooms post-rental and arrange for refund of damage deposits where applicable or communicating if issues are found.

o Be the onsite contact for any room rentals (may occasionally be outside of regular business hours)

Maintain contract tracker - review and enter new or updated contract details in Tracker, manage filing system, regular review of trigger dates and notification to contract managers of upcoming dates to be aware of.

Qualifications, skills, and experience:

3+ years of experience in administration or office coordination.

Proficiency in Microsoft Office, particularly Word and Excel.

Strong verbal and written communication skills

Ability to work effectively in a fast-paced environment

Detail-oriented and highly organized with strong multi-tasking skills

Comfortable working cross-functionally and independently.

Preferred Qualifications:

Experience with the logistics in the coordination of meetings.

Familiarity with REALTOR associations or the real estate industry is an asset, but not required

Other

Must be legally authorized to work in Canada, with a preference given to Canadian citizens and permanent residents. Due to nature of the role, it may occasionally require working outside of standard business hours (9:00am-5:00pm). This is a fully in office role, Monday to Friday
We offer a competitive compensation and benefits package (salary range $56,000 - $65,000), and a supportive and inclusive culture and work environment.

Join us in creating innovative solutions that drive success for our members while advancing your career as an

Office Coordinator.

While we appreciate all candidates that apply for this position, we'll only contact candidates who we select for an interview.

Compensation details listed in this posting reflect the range of pay. Individual pay is determined by skills, qualifications, experience, and location.

GVR is an equal-opportunity employer and welcomes applications from all qualified individuals. GVR encourages applications from women, Indigenous persons, racialized persons, persons with disabilities and persons of all sexual orientations and/or gender identities.

GVR is committed to an inclusive, accessible and welcoming hiring process that provides reasonable accommodation to all applicants. Please advise Rajan Bajaj, (rbajaj@gvrealtors.ca) should you require any accommodation to participate in this posting, recruitment, selection and/or assessment processes.

Job Type: Full-time

Pay: $56,000.00-$65,000.00 per year

Benefits:

Company events Company pension Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site gym On-site parking Paid time off Tuition reimbursement Vision care
Location:

Vancouver, BC V6H 4C8 (required)
Work Location: In person