Warrington PCI Management and PCI Developments are seeking a highly organized and customer focused Front Desk and Office Coordinator to be the welcoming face of our head office. This full-time, in-office role (Monday to Friday) is pivotal in ensuring smooth day-to-day operations, from managing reception and coordinating office maintenance to supporting tenant services and administrative tasks. The ideal candidate will bring at least one year of administrative or receptionist experience, strong communication skills, and a proactive, service-oriented mindset to help maintain a professional and efficient office environment.
For more details about this role, please read below:
Front Desk and Office Coordinator | Warrington PCI Management and PCI Developments
Primary Purpose
The Front Desk and Office Coordinator provides office administration needs for the head office for Warrington PCI Management and PCI Developments. This role is the first point of contact of all visitors and general tenant inquiries and requests, therefore it is essential this individual has excellent customer service skills. The Front Desk and Office Coordinator assists the Office Manager to ensure the office space is presentable and running smoothly with working equipment and supplies.
This position reports to the Office Manager and requires the individual to be in 5 days a week, Monday to Friday.
Specific Responsibilities
The responsibilities of this position will include, but not be limited to, the following:
Front Desk:
- Manage the phone system and ensure the contact lists on the phone system are updated and current
- Welcome visitors by greeting them, offering refreshments, and contacting the appropriate individuals in a timely manner
- Ensure the reception, kitchen and boardrooms are organized and presentable throughout the day
- Maintaining the reception phone and property list with any changes in portfolios and building changes
- Coordinating any updates on after-hour contact list with the service provider in a timely manner
- Coordinate with contractors for any scheduled preventative maintenance or service request for the office
- Manage the pick-up for tenants, contractors and clients and other items for our managed properties
- Manage courier deliveries and manage courier records for chargeback
- Sort and distribute incoming and outgoing mail, courier packages and faxes. This includes scanning and inputting invoices that are received by mail
- Run monthly reports for chargebacks for printers, postage and couriers
- Assist the Office Manager to ensure all office equipment is in good working order and arranging for service when required.
- Operate the postage machine and ensure mail is sent out in a timely manner
- Manage the photocopier including ensuring toner supplies and keeping emails and properties up to date
- Coordinate with the Office Manager to maintain the kitchens, washrooms, mailroom and printing area supplies
- Support the preparation and cleanup of boardrooms and meeting rooms for meetings, events, and catering, ensuring all spaces are properly arranged and maintained.
- Assist staff in booking boardrooms and meeting rooms as required
- Maintain the company general inquiries email and provide timely and appropriate response and action
- Liaise and coordinate with resident managers, on-site personnel, owners, tenants and contractors as necessary
- Observe and provide feedback to improve any systems or processes for the office
Office Administration and Tenant Services:
- Build and maintain strong working relationships and provide best in class service with tenants, on-site personnel, contractors, vendors and owners through clear and friendly communication
- Assist the Office Manager in organizing and maintaining the filing system
- Process corporate invoices in a timely and accurate manner
- Assist the Office Manager with company events including conducting research, designing invitations and supporting event set up and teardown.
- Manage various administrative office tasks, including coordination of parking and building access.
Other Responsibilities:
- Train staff in reception coverage duties as required
- Assist the property administration team when required
- Other projects and tasks as assigned.
Qualifications
To be successful in the Front Desk and Office Coordinator position, an individual must be committed to developing, maintaining and demonstrating the following:
Education and Experience
- Minimum one (1) year of receptionist or administrative experience
- Fluent in English, both written and verbal. Fluency in another language an asset
- Proficient computer skills, particularly in Microsoft Office applications (Microsoft Outlook, Excel and Word)
- Experience managing a multi-line phone system and handling a high volume of inbound calls
- Experience and working knowledge of Yardi Voyager, PayScan, Canva and/or AngusAnywhere is an asset
- An established track record of excellent customer service and professionalism
Competencies
- Reliable attendance and punctuality is essential for this role
- Attentive to client requests and ability to respond in a calm and respectful manner
- Confident in greeting a range of people and dealing with various different requests
- Practical judgement and decisive manner
- Excellent communication skills, both written and verbal
- Ability to work efficiently under pressure and maintain a calm focus
- Detail oriented with exceptional analytical and problem-solving abilities
- Positive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment
- A dedication to providing exceptional customer service
- Excellent organization and time management skills with the ability to complete work in a timely manner with accuracy and attention to detail
- Ability to cope with changes including changes in business and client needs
- Ability to work in a fast-pace environment
- Ability to multitask
#IND
Job Type: Full-time
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Paid time off
- RRSP match
- Vision care
Application question(s):
- Please confirm you are you available to work in the office Monday to Friday, full-time? (Yes / No)
Experience:
- Administrative: 1 year (required)
Work Location: In person
