Job Description
Realterm is a real estate operator whose employees have a track record of capitalizing on durable insights into the supply and demand of real assets through the global supply chain. Realterm seeks to build and invest in value-added business platforms that have a proprietary position in their markets, source investments with favorable supply/demand dynamics and bring intense focus to operating results.
Realterm offers several career fields such as Accounting, Asset Management, Capital Markets and Investor Relations, Construction, Finance, Investments, Leasing, and Property Management that make working here unique, challenging, stimulating, and rewarding. With offices in Amsterdam, Annapolis, Baltimore, Chicago, Frankfurt, Houston, Los Angeles, Montréal, New York, Singapore and Sydney, you are empowered to take your career where you want it to go.
A career at Realterm allows you thrive in a fast-paced workplace environment with tremendous scale. Enjoy working in a collaborative environment with supportive teammates where you will be challenged to grow and be at your best every day. We offer our employees a robust and competitive benefits package. If you are looking for a rewarding career in private equity commercial real estate, apply today.
The Office & Administrative Coordinator serves as the first point of contact for visitors, tenants, and suppliers while providing administrative support across office operations, facilities coordination, and Human Resources initiatives. This role is responsible for ensuring smooth day-to-day front-desk operations and supporting internal administrative processes.
The position also provides administrative and logistical support to HR-led employee engagement and event initiatives, under the direction of the Human Resources Manager. Priorities are adjusted based on operational needs, with front-desk coverage remaining a core responsibility
Essential Duties and Responsibilities
Reception & Front-Desk Operations
• Greet, assist, and direct visitors, suppliers, and tenants in a professional manner
• Receive, direct, and relay telephone calls and messages
• Manage incoming and outgoing correspondence (local and international)
• Coordinate facsimile and email communications via Outlook
• Maintain and distribute the employee and vendor directories
• Interact with visitors and coordinate lunch arrangements as required
Office Administration & Supplies
• Manage and organize reception, office supply, and kitchen areas
• Purchase and replenish office supplies and refreshments
• Coordinate conference room schedules and assist with meeting preparation
• Perform document filing and retrieval
• Coordinate flight, hotel, and conference reservations as required
• Perform cost analysis and prepare shipments via FedEx or other courier services
• Run office errands as required (e.g., grocery store, post office)
Human Resources & Employee Engagement Support
• Provide administrative and logistical support for HR-led employee engagement initiatives
• Assist with planning and coordination of employee activities and team-building events
• Support event logistics including scheduling, venue research, vendor coordination, invitations, attendance tracking, and on-site support
• Assist with tracking event-related costs and supporting budget monitoring
• Support HR with administrative tasks as assigned (e.g., coordination, scheduling, document preparation)
• This role does not have decision-making authority for HR matters and operates under HR direction.
Property & Facilities Administrative Support
• Coordinate insurance certificate renewals and corrections with office vendors (For Dorval office)
• Place orders for architectural plans as requested
• Coordinate vendor documentation including purchase orders and quittance letters
• Provide administrative support to Property Management during absences, including assigning parking stickers and access codes and entering information into access systems (ACCS, Winpak)
Competencies
Accountability
Character, Trust, Integrity
Planning, Decision-Making & Initiative
Development & Learning
Collaboration, Communication & Teamwork
Qualifications
Excellent verbal and written communication skills in French and English in order to service clientele outside of Quebec and Canada
Strong interpersonal and customer service skills
Basic understanding of administrative and clerical procedures
Proficient with Microsoft Office Suite or related software
Valid driver’s licence and access to a vehicle for work-related errands
Education and/or Experience
High School Diploma or equivalent required.
Work Environment
The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office locations based on organizational/business needs.
Physical Demands
Must be able to remain in a stationary position for most of the workday, sitting at a desk, consistently operating a computer. The person in this position must be able to access file cabinets and office machinery (to include a computer, copier, and kitchen appliances). On occasion, may need to lift boxes of up to 30 lbs.
Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed. Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more. More information regarding benefits and total compensation will be provided during the hiring process.
Realterm is an equal opportunity employer, as we value and respect diversity. We encourage diversity in ideas, opinions, experiences and identities. We do not discriminate in our employment practices based upon protected class, to include race, color, religion, sex, national origin, age, disability or genetic information.
