About Townline

The Townline Group is a real estate development company primarily focused in the Lower Mainland and Vancouver Island. Our development and construction portfolios are diverse and consist of mixed-used multi-family and commercial construction, as well as non-market and purpose-built rental housing. Townline is a well-rounded company with proven teams specialized in the areas of Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care all housed under one roof. Townline has been building homes since 1981 and believe diversity is the cornerstone to our success and longevity.

Townline is hiring! Join our dynamic administrative team as a Front Desk & Office Coordinator, where you’ll collaborate with another Office Coordinator, share front office reception duties, and support the office in a variety of engaging tasks. Every day brings new opportunities to connect, learn, and make a positive impact in a vibrant, people-focused environment. Townline offers a competitive compensation package, a transportation allowance, a comprehensive health benefits program, a complimentary on-site gym/wellness centre and bike storage. As well, our office is conveniently located right on the Canada Line at Marine Gateway.

General Duties Responsibilities of an Office Coordinator include but are not limited to:

Office Operations & Reception

• Greet visitors with a warm welcome, announce their arrival, and direct them to meeting rooms.
• Share front office reception duties with your Office Coordinator teammate, ensuring seamless coverage and a positive first impression.
• Manage the switchboard: direct calls, take messages, forward voicemails, and answer general inquiries.
• Oversee general office email accounts, respond to inquiries, and forward messages to the right team members.
• Process incoming and outgoing mail, courier services, and small packages.
• Maintain a clean, well-stocked kitchen and coffee stations for everyone to enjoy.
• Oversee meeting room calendars, assist with bookings, and set up virtual meetings.
• Update internal directories and process tenancy requests, such as activating access cards and booking loading docks or freight elevators.
• Prepare supply orders for the office, sites, and sales centers.
• Coordinate with property management to address office-related matters.
• Organize and maintain copier rooms, submitting service and supply requests for printers and fax machines.
• Track office expenses, handle vendor relationships, and manage supplier agreements and contracts.
• Maintain the company property list in ADP, ensuring records are accurate and up to date.
• Receive, code, and arrange payment for office expenses.
• Organize, maintain, and coordinate the storage of office records and files.
• Other duties as required.

Administrative Support

• Assist the People & Culture department, with administrative tasks, including creating orientation manuals and supporting onboarding/offboarding processes and assist other departments as required.
• Provide additional support such as scanning, printing, forwarding invoices and receipts, preparing binders, creating labels, laminating documents, filing, and scheduling couriers.
• Receive IT equipment, assign and track telephone extensions, and update the corporate directory greeting script in coordination with the IT department.
• Coordinate cheque pick-ups at month-end and assist the sales team with receiving bank drafts and providing receipts for sales projects.

Facility & Equipment Management

• Coordinate maintenance and repairs to ensure the office is clean, safe, and secure for employees and guests.
• Assist in planning and executing office space changes, furniture procurement, renovations, and special projects.
• Manage office supply and kitchen inventory, anticipating needs and placing orders.
• Responsible for the acquisition, inventory, and maintenance of office equipment, including phones, computers, access cards, and company cell phones.

Health & Safety

• Ensure compliance with health and safety regulations.
• Participate as a Floor Warden or Lead Deputy Warden with the Fire & Safety Committee, maintain the health & safety binder, and complete required training and drills.
• Manage tenancy Fire & Safety accounts and ensure certifications remain current.
• Participate as a member of the Joint Health & Safety Committee.
• Act as the designated First Aid Attendant for the head office. 

Corporate Travel & Event Planning

• Book and track corporate travel reservations for flights and hotels, and manage travel schedules for senior management and employees.
• Negotiate and manage corporate discounts and travel accounts.
• As an active member of the Culture Committee, plan, organize, and help execute employee events, meetings, conferences, and team-building activities.

Skills & Requirements:

• Education: Post-secondary education in business administration or related field is an asset. 
• Experience: At least two (2) years of office experience. 
• Occupational First Aid Level 1 certification required or willingness to obtain. 
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). 
• Reliable and collaborative team player with a positive attitude.
• Strong customer focus and excellent customer service skills.
• Friendly, approachable attitude with a professional image.
• Outstanding phone manner and communication skills; able to connect with all levels of employees and external partners.
• Communicates effectively with tact and diplomacy, remaining calm and poised in potentially stressful situations.
• Excellent time management, organizational, and planning skills in a fast-paced environment.
• Creative thinker and effective problem solver.
• High attention to detail; able to maintain confidentiality and demonstrate integrity.
• Adaptable, quick learner, and comfortable with new technology.
• Ability to multitask, prioritize, and work independently or as part of a team.
• Willingness to assist with organizing events, ask questions, and find solutions.
• Available to work onsite at Marine Gateway, Monday to Friday, between 8:00 AM and 5:00 PM on a staggered shift schedule.

Why You’ll Love This Role

• Be part of a supportive, energetic team where collaboration and fun are encouraged.
• Enjoy variety in your day, no two days are ever the same!
• Make a real difference by helping others and keeping the office running smoothly.
• Grow your skills in a positive, people-focused environment.
• Take part in exciting social events and team-building activities.

Townline is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We thank you in advance for applying; however, only those short listed will be contacted.