Front Desk Operations Assistant

Fast + Epp•Vancouver, BC

1d•CA$45,000 - CA$55,000•Onsite

About The Position

We’re looking for a Front Desk Operations Assistant to join our Vancouver office. In this role, you’ll be responsible for ensuring a professional and seamless first impression for employees, visitors, vendors, and clients. This role manages incoming calls, handles mail and deliveries, and keeps shared spaces (including the kitchens) stocked, tidy, and functioning smoothly. The Front Desk Operations Assistant contributes to the consistent, reliable day-to-day operation of the offices. An ideal candidate has a minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office that is looking to grow and develop their career in a top-tier, dynamic firm. If you’re drawn to innovative design, ambitious structures, and a workplace that values your well-being both inside and outside the office, we encourage you to apply! At Fast + Epp, our core purpose is to advance structural design and propel architectural imagination. We strive to manifest this core purpose in the designs we produce, the community we have created, and the professional development opportunities we provide for our staff. We’re looking for individuals who approach problems with genuine curiosity; people who instinctively ask, “Is there a better way to do this?” We value those who will bring diverse experiences and perspectives to our team, those who thrive in collaboration, and recognize that every interaction is an opportunity to learn something new. We’re searching for individuals who lead with integrity that are honest, reliable, and good listeners.

Requirements

Minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office environment
Comfortable handling a wide variety of tasks in a day, from scheduling and correspondence to kitchen upkeep and light office cleaning/tidying, with a "no task too small" attitude
Solid Word, PowerPoint, and Excel skills
Experience using Microsoft Outlook and calendar management
Exceptional organizational and time management skills, with the ability to juggle multiple priorities
Friendly, approachable, and professional demeanor, even when things get hectic
Reliable, proactive, and willing to pitch in wherever needed to keep the offices running smoothly

Responsibilities

Ensure the reception desk is always staffed, tidy, clean, and organized
Answer, screen, and direct phone calls in a polite and friendly manner
Monitor the central company email inbox, triaging messages and forwarding to the appropriate person or department
Greet and welcome visitors in a warm, professional manner
Provide accurate information in response to general inquiries
Receive and sort incoming mail and deliveries; manage outgoing mail and courier services
Perform general kitchen duties including loading/unloading the dishwasher, cleaning and tidying up after lunch, and replenishing supplies
Keep kitchens, meeting rooms, and other common areas clean, tidy, and well-maintained
Monitor and maintain inventory of office and kitchen supplies, and place orders as needed
Proactively keep office and kitchen supplies maintained at other office locations
Organize and maintain magazines, books, and the company library
Schedule and coordinate meetings and lunch-and-learns, including catering needs and room set-up/clean-up
Assist with coordination and logistics of events, activities, and meetings
Coordinate vendor visits, communicate needs, and report issues as they arise
Coordinate and track leadership lunches and coffees with employees
Communicate special occasions to leadership team
Provide administrative support across all locations and departments
Create and format documents/spreadsheets/slide decks
Generate certificates of insurance
Assist with archiving procedures and manage the retrieval of archived files
Maintain records and files, both digital and physical
Coordinate employee travel via Corporate Travel Agent
Perform other administrative and operational tasks as needed