Front Desk & Office Coordinator

About Townline

The Townline Group is a real estate development company primarily focused in the Lower Mainland and Vancouver Island. Our development and construction portfolios are diverse and consist of mixed-used multi-family and commercial construction, as well as non-market and purpose-built rental housing. Townline is a well-rounded company with proven teams specialized in the areas of Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care all housed under one roof. Townline has been building homes since 1981 and believes diversity is the cornerstone to our success and longevity.

Join Our Team as a Front Desk & Office Coordinator at Townline!

Townline is looking for a friendly, organized, and professional individual to join our team as a Front Desk & Office Coordinator. In this role, you’ll be the first voice and face that clients, visitors, and customers encounter, representing Townline with warmth, professionalism, and excellent customer service.

You will manage the front desk, support the Office Manager, coordinate daily administrative tasks, and ensure the office remains clean, organized, and well-stocked. If you thrive in a fast-paced environment and enjoy multitasking, this is a great opportunity to grow with a leading real estate developer.

Key Responsibilities

1. Answer and direct calls with professionalism and a friendly demeanor.
2. Greet visitors, direct them to meeting rooms, and provide refreshments as needed.
3. Manage meeting room schedules, prepare for large meetings, and assist with AV technical support.
4. Handle multiple email accounts, respond to inquiries, and forward messages as needed.
5. Process incoming and outgoing mail and courier services.
6. Maintain a clean kitchen area; load and unload dishwashers daily, service coffee machines, wipe down appliances, and clean out fridges weekly.
7. Keep common areas tidy throughout the day to maintain a welcoming office environment.
8. Monitor office inventory, order supplies, and ensure the office is well-stocked.
9. Coordinate business card orders and reconcile supply invoices.
10. Support employee onboarding and offboarding in collaboration with relevant departments.
11. Assist the Office Manager with various administrative tasks.
12. Manage phone system updates, including extensions and corporate directory changes.
13. Act as a Floor Warden, completing fire and safety training and drills.
14. Coordinate corporate travel arrangements (flights and hotels).
15. Participate in the Culture Committee, assist with team events, and take meeting minutes.
16. Perform other duties as required.

Qualifications

1. High school diploma (Bachelor’s degree in business administration or a related field preferred).
2. At least 2 years of experience in a front desk or administrative role.
3. Strong customer service skills and excellent telephone etiquette.
4. Highly organized with the ability to multitask and prioritize in a fast-paced environment.
5. Excellent verbal and written communication skills.
6. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, MS Teams).

If you're proactive, detail-oriented, and enjoy creating a welcoming environment, we’d love for you to join our team!