Front Desk Operations Assistant

Fast + Epp; Vancouver; On-site; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Health & Dental benefits

RRSP Matching

Transit subsidy

Sabbatical opportunities

Flexible workdays

Job summary

Fast + Epp in Vancouver is seeking a Front Desk Operations Assistant to maintain a professional, welcoming front desk and support office operations across locations. You will answer calls, manage mail, coordinate deliveries, and keep common spaces tidy.

This role requires at least 1 year of administrative office experience in a structured environment. You’ll work Monday to Friday 8:30 AM to 5:00 PM and collaborate with the Operations team to ensure smooth daily operations.

Qualifications

• Minimum of 1 year in an administrative or similar structured office.
• Proficient in MS Word, Excel, and PowerPoint, and skilled in calendar management.
• Friendly, professional demeanor with strong time-management abilities.

Responsibilities

• Front desk and reception: answer calls, greet visitors, triage inquiries.
• Mail, deliveries, and central inbox management.
• Kitchen and common areas: keep spaces clean and stocked.
• Meetings and events: schedule, coordinate catering, room setup.
• Administrative support across locations: create docs, manage files.

Skills

Strong organizational skills

Excellent communication

Reliability and initiative

Team player

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Job description

We’re looking for a Front Desk Operations Assistant to join our Vancouver office. In this role, you’ll be responsible for ensuring a professional and seamless first impression for employees, visitors, vendors, and clients. This role manages incoming calls, handles mail and deliveries, and keeps shared spaces (including the kitchens) stocked, tidy, and functioning smoothly. The Front Desk Operations Assistant contributes to the consistent, reliable day-to-day operation of the offices.

An ideal candidate has a minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office that is looking to grow and develop their career in a top-tier, dynamic firm.

At Fast + Epp, our core purpose is to advance structural design and propel architectural imagination. We strive to manifest this core purpose in the designs we produce, the community we have created, and the professional development opportunities we provide for our staff. We’re looking for individuals who approach problems with genuine curiosity; people who instinctively ask, “Is there a better way to do this?” We value those who will bring diverse experiences and perspectives to our team, those who thrive in collaboration, and recognize that every interaction is an opportunity to learn something new. We’re searching for individuals who lead with integrity that are honest, reliable, and good listeners.

Primary Responsibilities:

Front Desk & Reception

• This role is Monday to Friday 8:30 AM to 5:00 PM in the Vancouver office
• Ensure the reception desk is always staffed, tidy, clean, and organized
• Answer, screen, and direct phone calls in a polite and friendly manner
• Monitor the central company email inbox, triaging messages and forwarding to the appropriate person or department
• Greet and welcome visitors in a warm, professional manner
• Provide accurate information in response to general inquiries
• Receive and sort incoming mail and deliveries; manage outgoing mail and courier services

Kitchen & Common Areas

• Perform general kitchen duties including loading/unloading the dishwasher, cleaning and tidying up after lunch, and replenishing supplies
• Keep kitchens, meeting rooms, and other common areas clean, tidy, and well-maintained
• Monitor and maintain inventory of office and kitchen supplies, and place orders as needed
• Proactively keep office and kitchen supplies maintained at other office locations
• Organize and maintain magazines, books, and the company library

Meetings & Events

• Schedule and coordinate meetings and lunch-and-learns, including catering needs and room set-up/clean-up
• Assist with coordination and logistics of events, activities, and meetings
• Coordinate vendor visits, communicate needs, and report issues as they arise

Administrative Support

• Coordinate and track leadership lunches and coffees with employees
• Communicate special occasions to leadership team
• Provide administrative support across all locations and departments
• Create and format documents/spreadsheets/slide decks
• Generate certificates of insurance
• Assist with archiving procedures and manage the retrieval of archived files
• Maintain records and files, both digital and physical
• Coordinate employee travel via Corporate Travel Agent
• Perform other administrative and operational tasks as needed

How you fit into the team:

• You report directly to Director of Operations
• You work closely with the Operations team

What you bring to the table:

• Minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office environment
• Comfortable handling a wide variety of tasks in a day, from scheduling and correspondence to kitchen upkeep and light office cleaning/tidying, with a “no task too small” attitude
• Solid Word, PowerPoint, and Excel skills
• Experience using Microsoft Outlook and calendar management
• Exceptional organizational and time management skills, with the ability to juggle multiple priorities
• Friendly, approachable, and professional demeanor, even when things get hectic
• Reliable, proactive, and willing to pitch in wherever needed to keep the offices running smoothly

Why work for Fast + Epp?

At Fast + Epp, we strive to be more than a typical engineering firm. Our team includes musicians, athletes, artists, and parents who bring their full selves to work, and we’ve built a culture that makes room for that. Flexible workdays, team socials, and a genuinely collaborative environment reflect how we think good work actually gets done. As we grow, we’re deliberate about preserving what makes us distinct: a design studio atmosphere where creativity is encouraged, ideas are welcomed, and thoughtful problem-solving drives what we do.

What we offer:

• The opportunity to work on exciting and technically challenging projects with an industry leader
• A strong commitment to professional growth, including mentorship and clear career progression pathways, and support for courses, conferences, exams, and professional memberships
• Comprehensive bonus programs
• A supportive and approachable leadership team
• Long-service recognition, including sabbatical opportunities that allow employees to recharge, travel, learn, or pursue personal interests
• Office closure between Christmas and New Year’s Day
• Health & Dental benefits, Health Spending Account, and RRSP Matching
• Transit subsidy

Compensation:

$45,000 - $55,000 CAD

Vacancy Status:

This posting is for an existing vacancy.

AI Disclosure:

We use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans.

Equal Opportunity & Accessibility:

We are committed to fostering a workplace where everyone is treated with fairness, dignity, and respect. We welcome applications from all qualified candidates and believe that diverse perspectives strengthen our work and community. Reasonable accommodations are available throughout the hiring process upon request.

Post-Interview Notification:

Candidates who are interviewed for this role will be notified within 45 days of their most recent interview.