Office coordinator Job

Location: 6638 152A street suite 102 Surrey, BC V3S 7J1
Salary: $35.00 per hour
Vacancy: 1
Start date: As soon as possible
Employment groups: Indigenous people, Newcomers to Canada, Veterans, Visible minorities, Youth
Terms of employment: Permanent employment, Full time, 40 hours per week
Employment conditions: Day, Evening, Morning

Languages:
English

Education:
Secondary (high) school graduation certificate

Experience:
1 year to less than 2 years

Tasks:
- Oversee and manage all aspects of office operations to maintain an organized and efficient work environment, ensuring smooth daily operations and adherence to company procedures.
- Develop and implement office policies, manage inventory, coordinate resources, and oversee the layout and functionality of the office space to optimize productivity.
- Regularly evaluate and improve operational processes, identifying areas for enhancement to increase efficiency and reduce costs.
- Act as the primary liaison for high-level client and realtor interactions, managing complex inquiries, scheduling important meetings, and ensuring client communications align with the brokerage’s high standards.
- Maintain a professional, welcoming environment for clients, addressing their needs and concerns promptly to ensure a positive experience.
- Manage escalations and high-priority client requests with discretion and professionalism, reinforcing trust in the brokerage.
- Oversee document and compliance management, ensuring the preparation, review, and secure storage of critical real estate documents, such as contracts, transaction records, and compliance materials.
- Implement strict confidentiality protocols to safeguard sensitive client information and adhere to legal and regulatory standards.
- Conduct regular audits of documentation practices to ensure compliance and accuracy in all records.
- Manage financial operations related to office administration, including payroll coordination, expense tracking, budget management, and invoice processing.
- Create and manage the office budget, identifying cost-saving opportunities and ensuring resource allocation aligns with business goals.
- Coordinate with vendors and service providers, negotiating contracts and managing vendor relationships to maintain cost-effective operations.
- Lead and coordinate real estate listing and marketing activities, collaborating with the marketing team to ensure properties are effectively showcased.
- Oversee digital and print marketing efforts, ensuring the timely update of listings, creation of marketing materials, and coordination of campaigns to boost property visibility.
- Organize and support events, open houses, and client outreach initiatives, working closely with realtors to maximize client engagement.
- Direct scheduling and project coordination for the brokerage, ensuring team schedules align with business priorities, overseeing the organization of property viewings, and managing internal project timelines.
- Coordinate meetings, events, and training sessions for the team, ensuring seamless planning and execution of all internal and client-facing activities.
- Track project milestones and deliverables, proactively addressing any delays or obstacles to keep projects on track.
- Supervise team support and development, including the onboarding and training of new employees, setting clear office protocols, and providing ongoing guidance.
- Conduct performance evaluations and provide feedback to administrative staff, identifying opportunities for professional growth and development.
- Foster a positive, collaborative office culture by organizing team-building activities, encouraging open communication, and supporting staff well-being.
- Monitor compliance with health and safety regulations within the office, implementing protocols to ensure a safe and secure work environment for employees and clients.
- Coordinate emergency preparedness training, such as fire drills and safety protocols, to ensure staff readiness in case of emergencies. Support technology and systems management by overseeing the use and maintenance of office software and equipment, ensuring all tools function smoothly to support business operations.
- Collaborate with IT providers to troubleshoot issues, manage software updates, and enhance the digital infrastructure for efficient workflow. Train staff on new technologies

Work conditions and physical capabilities:
Fast-paced environment, Attention to detail

Personal suitability:
Organized, Ability to multitask, Time management, Team player

Who can apply to this job?
Only apply to this job if:
- You are a Canadian citizen, a permanent or a temporary resident of Canada.
- You have a valid Canadian work permit.
If you are not authorized to work in Canada, do not apply. The employer will not respond to your application.

How to apply?
By email:
[email protected]

How-to-apply instructions:
Here is what you must include in your application:
Cover letter