Job Description

POSITION: Front Office Coordinator

REPORTS TO: Director, HR

LOCATION: Vancouver, BC

COMPANY PROFILE:

Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports & entertainment, renewable energy, aquaculture, tourist attractions, restaurants and food & beverage industries.

POSITION SUMMARY:

The Front Office Coordinator will be a key member of Aquilini Group’s administrative team and be the face of our front desk as the first point of contact for telephone, or in-person visitors, to various Aquilini Group companies located at Gate 16 in Rogers Arena. The individual will be supporting our general office operations for various entities at our head office located inside Rogers Arena in downtown Vancouver.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(Other duties may be assigned as required)

RECEPTION (60%)

• First point of contact for guests and visitors for Aquilini Group (AG) companies who are located at Gate 16 in Rogers Arena
• Greets all visitors and callers from the general public, internal and external clients, customers, and VIP/high profile guests and provides a welcoming and professional experience both over the phone and in person
• Answers, screens, and forwards incoming telephone calls and emails in a courteous, efficient and timely manner and accurately relays messages when applicable
• Arranges for and coordinates incoming and outgoing mail and couriers, ensures distribution of mail on a daily basis
• Provides general administrative support including preparing correspondence, scheduling meetings, booking boardrooms, etc.
• Assists with the coordination and setup of events including but not limited to, coordinating meeting logistics and catering, receiving guests, and providing supporting materials for meetings, etc.

OFFICE COORDINATION (40%)

• Maintain general office cleanliness in boardrooms and kitchens
• Monitoring of L000 kitchen and supplies including running the dishwasher at EOD and emptying dishes in the morning. Request kitchen supplies as needed and replenish when running low.
• Manage and maintain office stationery and inventory to ensure adequate supplies are readily available
• Assist in coordinating and tracking office/workstation moves, maintaining and updating of the office seating plan and staff parking maps
• Draft and distribute internal communications to AG head office such as new hire/anniversary announcements, holiday closures, etc. using channels such as the email and company intranet.
• Liaising with building operations, conversions, carpentry, and various departments as needed for office maintenance and repairs
• Together with the HR Generalist assisting with event planning and execution including generating ideas for various engagement activities and independently leading various events throughout the year
• Assist with onboarding and offboarding, such as office set-ups and clean-ups, preparation and collection of security and parking passes, and other tasks as assigned
• Working with CSE, coordinate signing days for Aquilini Group
• Monitor, maintain and distribute office phone directories
• Assist with ad-hoc projects as required

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• 2+ years of experience in similar administrative role
• A natural willingness to help and get the job done
• Ability to maintain a high degree of discretion and confidentiality
• Comfortable with and thrives in an environment with ever changing priorities
• Self-directed, pro-active, highly organized, and detail-oriented with an ability to prioritize assigned duties
• Ability to remain calm during stressful periods while remaining focused on the tasks at hand
• Ability to relate professionally with a high level of maturity, diplomacy, and a positive demeanor
• Proficient in using MS Office (Word, Excel, Outlook, PowerPoint)
• Excellent verbal communication skills and telephone etiquette
• Ability to work outside of normal business hours