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Careers

Office Coordinator

Location

Vancouver, BC

Overview

Reporting to the VP Asset Management, and on behalf of the Canadian Residential, the Office Coordinator will be responsible for the management of all administrative duties, calendar scheduling, internal/​external communication and special projects as required. 

Duties and Responsibilities

  • Provide direct administrative and office support to various departments
  • In coordination with the Manager, Administration based out of the Toronto Office, prepare travel schedules 
  • Maintain digital corporate and department files
  • Create and track Purchase Orders, initiate RFP’s & coordinate with third party venders for the asset management team
  • Complete expenses for /​VPs
  • Assist with weekly updates, minute taking and reporting 
  • Oversee new vendor onboarding, facilitate, and track vendor approvals
  • Manage all incoming and outgoing mail and couriers
  • Arrange property tours for acquisition/​financing of new properties 
  • Consolidate information for Development and Property Manager Transition files 
  • Liaise with different departments to obtain and consolidate information required for property transition and set up (acquisition, disposition, etc.) 
  • Assist with resident meetings where required 
  • Manage third party property management and development reports, weekly, monthly and quarterly for all teams 
  • Prepare and review presentations as required
  • Treat all responsibilities with confidentiality and discretion
  • Assist with special projects and any additional duties as necessary
  • General office management including stocking and ordering supplies, as required
  • Assist in the ordering, delivery/​pick up of plans, permits, deposits as required
  • Provide administrative and office support; maintain department calendar
  • Ensure all documents are filed and distributed accordingly; Assist with project related filing as required

Requirements

  • Post-Secondary Diploma in Administration, or relevant discipline
  • 3 years’ experience in an Administrative role preferred
  • Strong knowledge of office procedures and practices
  • Keen attention to detail
  • Strong writing and communication skills; Ability to draft memos and letters 
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Visio) 
  • Resourceful and flexible
  • Proven organizational and time management skills
  • Interacts with employees, various management levels and the public at large