Receptionist/Office Services Lead

BGO Real Estate • Vancouver, BC

2d • CA$60,000 - CA$70,000 • Onsite

About The Position

This role is pivotal in ensuring the smooth operation of our Vancouver office. This role combines front-desk reception, administrative support, and facilities coordination. The ideal candidate will possess excellent organizational skills, a proactive approach to problem-solving, and the ability to manage multiple tasks in a dynamic environment. This role reports to the VP, Operational Excellence and works closely with various corporate leaders and teams. This is a full-time, on-site position, with hours from 8:00 AM to 4:00 PM, Monday to Friday. The role is primarily desk-based and requires the incumbent to be stationed at their (sit/stand) workstation throughout their shift.

Requirements

• Minimum of 3 years in office administration with at least 1 year in facilities coordination, property management, or a related field.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Familiarity with office management systems and tools.
• Strong organizational and multitasking skills; ability to work effectively across departments and personalities.
• Excellent verbal and written communication skills.
• Professional demeanor with polished interpersonal presence.
• Ability to work independently, take initiative, and anticipate needs without direct instruction.
• High attention to detail, with strong prioritization and time-management abilities.
• Dependable, punctual, and reliable; must maintain consistent on-site presence to support office operations and front-desk coverage.
• Positive, welcoming attitude with a strong sense of customer service, as the first point of contact for guests and staff.
• Team-oriented mindset with flexibility to support others and step in when needed.
• Police Clearance – A criminal verification check is required for employment.

Nice To Haves

• Post-secondary education or coursework in office administration or facilities management is an asset.

Responsibilities

• Greet and direct visitors, creating a professional and welcoming first impression.
• Manage the main switchboard using Zoom Phone, transferring calls appropriately.
• Coordinate boardroom and meeting room bookings, including room setup and catering arrangements.
• Receive, sort, and distribute incoming mail for approximately 150 employees.
• Prepare and manage outgoing mail and courier deliveries to ensure prompt service.
• Order and maintain inventory of office supplies and kitchen provisions.
• Oversee cleanliness and organization of shared spaces; manage cleaning services contract.
• Provide general administrative support to corporate leaders, including invoice and expense report processing.
• Support property teams as needed, which may include processing office and related expenses through the internal expense system, assisting with accounts payable, collecting, tracking and updating Certificates of Insurance.
• Assist with various administrative duties such as document preparation, coordinating travel arrangements, preparing time and expense reports in accordance with company policies, and other administrative tasks as needed.
• Coordinate minor repairs and ensure timely maintenance of office equipment and infrastructure.
• Manage the Zoom desk reservation system to optimize workspace usage.
• Organize office moves, seating plans, and space reconfigurations.
• Liaise with vendors for services, pricing, and contract negotiations.
• Develop and oversee the office services budget, monitor spending, and identify cost-saving opportunities.
• Participate on Occupational Health & Safety Committees.
• Maintain accurate directories: phone lists, access pass records, and administration binders.
• Coordinate logistics for office events, meetings, and catering needs.
• Serve as the B5 office primary point of contact for communications with property management, security, maintenance, parking, and equipment services.
• Oversee maintenance of office equipment, including photocopiers and shared devices.
• Manage the B5OfficeServices SharePoint site and associated reference materials.
• Work collaboratively with the Property Management team to ensure the reception desk is consistently staffed during core business hours.
• Participate in various office Committees and contribute to regular communications that enhance the office environment and culture.
• Additional duties may apply.

Benefits

• Eligible BGO employees participate in various incentive compensation plans, based on individual and business performance
• A broad range of competitive benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED