Receptionist / Office Coordinator

Canada Malting; Vancouver (WA); On-site; USD 36,000 - 48,000; Full time

Job summary

Canada Malting is seeking a Receptionist / Office Coordinator to be the first contact for visitors and employees, ensuring smooth day-to-day operations. You will handle reception duties, mail handling, supplies coordination, and vendor relations.

Responsibilities include greeting guests, answering calls, managing calendars and conference rooms, and supporting leadership with administrative tasks. This role requires strong communication, organization, and reliability in a collaborative office

Qualifications

• Experience in receptionist/administrative roles is preferred.
• Strong organizational and customer service skills are required.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) is expected.
• Ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.

Responsibilities

• Greet and assist visitors in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls.
• Maintain visitor logs and manage guest check-in procedures.
• Provide general administrative support to employees and leadership as needed.
• Schedule conference rooms and assist with meeting preparations.
• Receive, sort, and distribute mail and packages.
• Coordinate office supplies and vendor communications.
• Support facilities and building coordination, including moves and repairs.

Skills

Receptionist skills

Customer service

Microsoft Office

Organization

Communication

Multitasking

Teamwork

Education

High school diploma or equivalent

Job description

Posted Wednesday, August 12, 2026 at 4:00 PM

Position Summary

The Receptionist / Office Coordinator serves as the first point of contact for visitors, employees, and vendors while ensuring the smooth day-to-day operation of the office. This role is responsible for reception duties, office supply management, mail and package handling, vendor coordination, and building-related support services.

Essential Duties and Responsibilities

Reception & Administrative Support

• Greet and assist visitors in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls.
• Maintain visitor logs and manage guest check-in procedures.
• Provide general administrative support to employees and leadership as needed.
• Schedule conference rooms and assist with meeting preparations.

Mail & Package Management

• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail, shipping labels, and courier requests.
• Coordinate package deliveries and pickups with carriers such as UPS, FedEx, and USPS.
• Track and notify employees of incoming shipments.

Office Supply Management

• Monitor office supply inventory and maintain appropriate stock levels.
• Order office supplies, breakroom items, and other workplace essentials.
• Research vendors and obtain pricing when necessary.
• Organize storage areas and maintain supply rooms.

Facilities & Building Coordination

• Serve as the primary contact for building management, maintenance personnel, and service providers.
• Submit and track maintenance requests for office repairs and facility issues.
• Coordinate vendor access and schedule service appointments.
• Assist with office moves, workspace setup, and facility-related projects.
• Ensure common areas, conference rooms, kitchen, and reception areas remain organized and presentable.
• Coordinate services with office vendors, including cleaning, maintenance, and office equipment providers.
• Maintain office equipment and arrange repairs as needed.
• Support office safety and security procedures.

Qualifications

• High school diploma or equivalent required.
• 2+ years of receptionist, administrative, or office coordination experience preferred.
• Strong organizational and customer service skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Ability to lift and move packages and office supplies as needed.
• Professionalism and customer service orientation
• Strong attention to detail
• Initiative and problem-solving skills
• Organization and time management
• Dependability and accountability
• Ability to work independently and collaboratively