Office Services Ambassador-Receptionist

About QuadReal Property Group 

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $73.8 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating companies in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

Reporting into the Assistant Office Manager, the Office Services Ambassador role works cooperatively with the office services team to provide full reception, customer service and administrative support to QuadReal‘s Vancouver Corporate Head Office.

As the first point of contact for all visitors, clients and colleagues, the role is to be the brand ambassador for QuadReal, promoting values and service excellence in all activities and duties.

Responsibilities

Answer all calls, both internal and external and direct them to the appropriate person

Meet & greet all visitors to reception and announce their arrival to the appropriate contact

Assist visitors as required (printing, sending faxes etc.).

Manage access cards and parking passes

Liase with EAs/Administrators regarding external catering services and assist when needed

Coordinate with EAs/Administrators to ensure meeting rooms are kept tidy and in a suitable condition at the end of each meeting

Manage the meeting room calendars, assist in finding space. Resolve space conflicts/requirements and help book meeting rooms for both client and internal meetings

Update the Office Services Calendar and Team Chat with relevant information to ensure smooth and efficient reception backup/coverage

Coordinate with IT to ensure equipment is functioning in all meeting rooms and that they have up-to-date IT guides

Monitor the Office Services inbox, and circulate requests to relevant team members

Prepare and process courier requests for local, national and international packages

Process expenses and invoices through Perceptive Content/Workday to ensure timely payment of suppliers

Preparation and circulation of office announcements for upcoming events, office maintenance and general reminders

Order and distribute the weekly fruit deliveries for the Vancouver Corporate office

Assist office services team with planning events (annual Holiday Party, Breakfast with Santa, Pop-up Events, etc).

Other duties as assigned

Experience and Qualifications:

Previous experience in a related reception, customer service and administrative role

Ability to communicate effectively, both verbally and written

Able to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality

Experience work effectively across time zones

Ability to allocate time effectively, work under pressure and manage tight deadlines

Handle multiple demands, competing priorities and adapt to new ideas and constant changes

Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively

Intermediate knowledge of Microsoft 365; advanced proficiency in spelling, punctuation and grammar and typing minimum speed of 60 WPM.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.