Receptionist / Administrative Assistant
Kelowna, BC, Canada
Full Time
Experienced
About the company:
Headquartered in Kelowna, British Columbia, Argus Properties LTD is a multi-faceted real estate investment and development company with deep roots in the Okanagan. Our diverse portfolio spans Property Management, Construction, Leasing, and Hospitality, allowing us to take projects from initial ground-breaking to long-term management. Whether we are developing premier commercial spaces, managing residential communities, or operating high-end hotel properties, our mission remains the same: to provide innovative, high-quality spaces that contribute to the growth and vibrancy of the region we call home.
About the opportunity:
As the first point of contact for our Kelowna corporate office, you will play a vital role in supporting our diverse business divisions. You will be the face of Argus for our guests and clients, a resource for our commercial and residential leasing tenants, and a key administrative support pillar for our construction team. This role requires a professional who can navigate the fast-paced nature of a multi-industry firm while maintaining a welcoming and organized environment for all.
Key Responsibilities
Administrative Tasks:
- Answer and transfer all telephone calls and distribute messages accordingly.
- Greet clients and provide refreshments as needed.
- Arrange reception break and vacation coverage.
- Receive, date‑stamp, and distribute incoming mail; prepare outgoing mail and take it to the mailbox.
- Receive, send, and distribute courier packages.
- Ensure the reception area and kitchens are tidy, clean, and fully stocked with supplies.
- Maintain overall office cleanliness and coordinate with janitorial staff as required.
- Set up boardroom TV and virtual meeting equipment (Teams and/or ClickShare) when required.
- Tidy and clean boardrooms after meetings.
- Maintain office supplies inventory, anticipate needs, and place orders for supplies, printer toners, postage machine materials, etc., using purchase orders.
- Ensure phone directories and telephone programming are up to date and function correctly.
- Ensure all office equipment is functioning properly.
- Contact and oversee contractors for maintenance and repair of phones, kitchen appliances, photocopiers, and other equipment.
- Support various departments with projects and administrative duties, including tasks such as pre‑screening phone calls on behalf of HR.
- Assist with company social events, including setup and cleanup.
- Perform any other administrative duties as required.
- Answer residential queries pertaining to availability, collect basic information, and direct them to the appropriate Community Manager.
- Coordinate updating residential rental increases, assist with completion of standard RTB paperwork, draft standard residential letters, save posted copies of tenant letters to tenant's electronic file and originals via email or mail, as outlined in the rental agreement
- Draft up Residential Tenancy Agreements and Supplementary Agreements for incoming or renewing Residential tenants as needed by Community or Property Manager.
- File Residential Tenancy and Supplementary Agreements in Tenant files electronically,
- Update parking plans for residential properties twice each year or as needed,
- Manage property key distribution and maintain accurate records.
- Update and log building parking, register vehicles, and waive parking tickets as needed.
- Create and distribute building‑specific fobs for tenants
- Review commercial tenant contact lists quarterly via email or telephone.
- Update the Receptionist binder with new policies and procedures.
- Provide administrative support for Construction (e.g., tool inventory, document creation, typing).
- Provide administrative support for Property Management, both residential and commercial.
- Issue receipts for tenants who pay rent at the office.
- Have a working knowledge of Argus’ commercial properties, locations, new builds and availability.
Skills and Qualifications
- 2+ years’ Administrative Assistant experience or equivalent work experience.
- Good computer skills with knowledge in Microsoft Word, Excel, and Outlook.
- Good verbal and written communication skills.
- Must have organizing and prioritizing ability with attention to accuracy and detail.
- Must be able to receive and relay information to internal and external customers effectively, courteously, professionally and cooperatively.
- Able to perform multiple tasks and prioritize duties.
- Experience with travel coordination including booking lights, travel and hotel an asset.
- Be a team player.
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