Office Services and Administrative Assistant

Job Responsibility: JOB POSTING Position: Office Services and Administrative Assistant Reports to: Manager, Office Services

Job Type: Full Time

About rennie rennie brings a thoughtful, trusted approach to the real estate industry, supporting our clients and communities for more than 40 years. Founded on a people-first culture, our growing team of 130+ home office staff and 270+ real estate advisors work seamlessly together to deliver exceptional experiences and service. Collectively, we provide our clients with the confidence they need to make informed decisions when buying, selling, or building a home or community. Life at rennie

• We have a people-first culture that fosters a vibrant workplace of collaboration, empowerment and opportunity to deliver exceptional experiences and service. Together, we drive each other's collective success.
• We are diverse—representing a range of skill sets, backgrounds and perspectives—but we are motivated by a common goal: being the most trusted resource in real estate.
• We work in a fast-paced environment, but we make time to celebrate each other and have fun with our colleagues, families and communities.
• We offer our employees a competitive salary and bonus program, as well as extended medical, dental, and healthcare benefits that include an employee assistance program, extensive mental health benefits and a healthcare spending account.
• We take time off to rest and recharge. In addition to statutory holidays, salaried team members enjoy paid vacation time and our home office also closes over the December holidays, as business allows.

About the Opportunity Taking the lead from the Manager, Office Services, the Office Services and Administrative Assistant is responsible for the daily operations and routine maintenance of the Victoria workspaces. In this role, they will provide both receptionist and administrative services for the office in addition to supporting our Executive. The incumbent is the first point of contact for visitors entering rennie's offices and they facilitate the volume of people flowing through the business, ensuring that administrative responsibilities are completed on-brand, accurately, and in a timely manner. A detail oriented problem solver, and a passion for providing outstanding customer service, this critical team member takes pride in providing outstanding office operational support and building office culture. Duties and Responsibilities

• Acts as a friendly and warm first point of contact that greets and welcomes visitors, guiding them to the appropriate meeting space
• Answers and directs phone calls, screens solicitors/cold sales calls; provides information and answers questions as primary liaison between the company, employees and office building management
• Receives and sorts mail, deliveries, and couriers daily
• Maintains adequate inventory of collateral, office, and kitchen supplies for the Victoria office and rspace
• Communicates swiftly and effectively any operational, safety, building, and marketing concerns within the office environment to appropriate personnel
• Coordinates repairs and maintenance of office equipment
• Generates, distributes, and communicates internal memos and announcements via office communication platforms
• Supports employee initiatives, programs and events (ie: Health & Safety and Social Committees)
• Provides administrative support and set-up for events, meetings and conference calls, including but not limited to preparing and reserving facilities, meeting room set-up, technology and catering
• Provides administrative support for executives such as coordinating calendars and scheduling appointments, completing meeting administration including attendance tracking, distributing agendas or other meeting materials, and taking meeting minutes if required to capture commitments and action plans
• Researches, drafts and proofreads professional documents, reports, presentations, correspondence and communications, often on behalf of the Executive, using individual initiative and as assigned
• Completes and submits monthly expense reports and processes invoices
• Coordinates detailed travel itineraries, including flights, accommodations, and transportation; solves for interruptions and delays
• Provides administrative support and vacation coverage to Concierge Services
• Performs other related duties as assigned by their Leader

Education and Experience

• Minimum of 3 years of related experience in reception and/or office administration role, experience providing administrative support to senior leaders an asset
• An undergraduate degree from a college or university, or equivalent combination of education and experience
• Experience providing excellent client service

Desired Knowledge, Skills and Abilities

• High attention to detail and an ability to maintain a high level of professionalism in dealing with confidential and sensitive issues
• Strong administrative and organizational skills with the ability to manage priorities, projects, and workflow
• Collaborative, creative, flexible, and innovative team player with an ability to work effectively with peers, senior leaders, and key stakeholders
• Exceptional communication and presentation skills, always maintains composure and an action-oriented attitude
• Excellent problem-solving, and analytical skills with good judgment to make timely and sound decisions
• Strong administrative and organizational skills with the ability to manage priorities and workflow
• Strong knowledge of the local real estate market is considered an asset
• Excellent computer skills; Advanced skills with Microsoft Office Suite and Google Suite

Working Conditions

• This role is located in our Victoria office and is required to be in the office 5 days a week Monday-Friday, 9:00 AM - 5:00 PM

Salary Information The typical base salary for this specific position is from $52,000 to $60,000. The salary offered is based on a number of relevant business and candidate factors including education, job-related knowledge, skills, experience, and organizational needs. We also have a performance based bonus program that supports our employees by recognizing exceptional individual performance and company success. How to Apply: Are you interested in working for an industry leader alongside an amazing team? Please apply here: We thank all candidates for their interest, however, only select individuals will be contacted. I can't be me unless I let you be you. - Bob Rennie At rennie, we understand that experience comes in many forms. We don't just accept differences, we celebrate them. We're proud to hire from a variety of backgrounds and are dedicated to adding new perspectives to our team. For more information, please visit: