Front Desk & Office Coordinator

Townline Group of Companies; Vancouver; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Transportation allowance

Comprehensive health benefits

Onsite gym and wellness centre

Secure bike storage

Job summary

Townline is seeking a friendly, capable Front Desk & Office Coordinator to manage the head office, greet visitors, coordinate travel, support onboarding, and liaise with vendors. This hands-on role offers variety and the chance to be a trusted resource for employees and guests at our Marine Gateway head office in Vancouver.

You’ll handle reception, office operations, travel planning, vendor management and culture events as part of a dynamic team.

Qualifications

• At least two years of office coordination or receptionist experience.
• Excellent phone etiquette and professional written communication.
• Ability to manage multiple priorities in a fast-paced office.

Responsibilities

• Greet visitors and direct them to meeting rooms with a warm, professional manner.
• Maintain front-desk coverage and coordinate coverage when needed.
• Answer calls, route inquiries and manage inboxes for reception and AP.
• Support travel arrangements, onboarding, and vendor coordination.
• Assist with events, culture activities and safety-related tasks.

Skills

Reception

Customer service

Organization

Communication

MS Office

Education

Post-secondary education in business administration or related field

First Aid Certification (OFA1)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Salary Range: $55,000.00 To $60,000.00 Annually

About Townline

The Townline Group is a real estate development and construction company with a diverse portfolio across the Lower Mainland and Vancouver Island. Since 1981, our teams have worked together across Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care. We believe diverse perspectives, strong relationships and a shared commitment to quality are central to our success.

The Opportunity

Townline is looking for a friendly, capable and highly organized Front Desk & Office Coordinator. Reporting to the Senior Generalist, People & Culture, you will manage the front desk and help coordinate the day-to-day operation of our head office. You will be a trusted resource for employees and visitors, creating a welcoming, well-run workplace where people can do their best work. This is a hands-on role with plenty of variety. One moment you may be helping a visitor or answering the main phone line; the next, coordinating travel, supporting a new hire, working with a vendor or arranging an office event.

What You’ll Do

Reception & Employee Experience

• Create a warm, professional first impression by greeting visitors, announcing arrivals, offering refreshments and directing guests to meeting rooms.
• Maintain reliable front-desk coverage throughout the workday and coordinate alternate coverage when required.
• Answer and route calls with confidence and sound judgement; take complete messages, respond to general enquiries and maintain a polished telephone manner.
• Monitor the reception, information and accounts payable inboxes; respond to or forward messages accurately and promptly.
• Keep reception, meeting rooms, kitchens, coffee stations and shared office areas tidy, organized and appropriately stocked.
• Manage meeting-room calendars and assist employees and guests with room set-up and basic meeting technology.

Office Operations & Facilities

• Coordinate day-to-day office operations, including mail, courier services, shipping, printing, postage, recycling, office supplies, groceries and kitchen services.
• Act as the primary contact for property management and office service providers; submit and follow up on maintenance, cleaning, access, loading dock and freight-elevator requests.
• Coordinate office repairs, equipment service, furniture needs, workstation set-up, office moves and small office-improvement projects.
• Maintain accurate office records, directories, floor plans, access-card records, telephone extensions, equipment lists, vendor information and related trackers.
• Manage office vendors, service agreements and renewals, including copiers, phones, coffee, parking, shredding and other workplace services.
• Monitor office inventory and expenses, obtain required approvals and coding, review invoices and route them for payment.
• Maintain office administration procedures and standard operating procedures so information is current, clear and easy for others to follow.

Employee & Administrative Support

• Partner with People & Culture and IT on employee onboarding, offboarding and office moves, including workspace readiness, access cards, phones, directories, office layouts, equipment and training administration.
• Administer assigned employee training records and follow up on outstanding completion requirements.
• Provide practical administrative support across the business, including scanning, printing, binders, labels, document preparation, business cards, courier bookings and file maintenance.
• Support cheque and bank-draft pick-ups, corporate credit-card statement administration and other routine accounting processes.
• Handle confidential information with discretion and follow established approval and record-keeping requirements.

Travel, Events & Culture

• Coordinate approved corporate travel, including flights, hotels, confirmations, tracking and related invoice documentation.
• Maintain corporate travel accounts and preferred vendor arrangements, and help identify practical, cost-conscious options.
• As an active member of the Culture Committee, help plan and deliver employee events, meetings, celebrations and team activities.
• Prepare clear office communications, invitations, notices and event materials as needed.

Health, Safety & Security

• Support a clean, safe and secure workplace and promptly escape maintenance or safety concerns.
• Serve as a Floor Warden and designated First Aid Attendant, complete required training and participate in drills and emergency procedures.
• Participate in the Joint Health & Safety Committee and help maintain required records, binders and certifications.
• Coordinate building access, employee access cards and related audits in accordance with established procedures.

What You Bring

• At least two years of office coordination, reception, administrative or related experience. Experience supporting broader office operations is an asset.
• Excellent phone etiquette and clear, professional verbal and written communication.
• A genuinely friendly, helpful and service-oriented approach. You enjoy making people feel welcome and finding practical solutions.
• Strong organization, follow-through and attention to detail, with the ability to manage competing priorities in a busy office.
• Good judgement, initiative and confidence working independently while knowing when to ask questions or escape an issue.
• Tact, diplomacy and composure when handling confidential information, unexpected requests or challenging situations.
• Comfort working with Microsoft Outlook, Word, Excel, PowerPoint and shared online files. You learn new systems quickly.
• Occupational First Aid Level 1 certification, or willingness to obtain it.
• Post-secondary education in business administration or a related field is an asset.
• Availability to work onsite at Marine Gateway, Monday to Friday between 8:00 a.m. and 5:00 p.m.

Why You’ll Enjoy This Role

• You will have variety, visibility and the opportunity to make a noticeable difference every day.
• You will work with people across the business and become a trusted source of help and information.
• You will join a collaborative, people-focused workplace that values professionalism, initiative and fun.
• Townline offers a competitive compensation package, transportation allowance, comprehensive health benefits, an onsite gym and wellness centre, and secure bike storage. Our head office is located at Marine Gateway, directly on the Canada Line.

Townline is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We thank all applicants for their interest; however, only those shortlisted will be contacted.