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Reception & Office Services Coordinator

Vancouver, British Columbia · Administrative
The Reception and Office Services Coordinator provides reception and operational support for Family Insurance Solutions Inc and reports directly to the Chief Financial Officer.  The Reception and Office Services Coordinator plays a key role by providing the first impression of our company to our customers and provides an advanced level of operational support requiring strong initiative and judgment.  
 
Who We Are

Family Insurance is a managing general agent for Economical Insurance. We strive to be a provider of choice for auto and home insurance and an employer of choice in our industry. Our insurance policies are distributed to British Columbians through a network of independent insurance brokers across the province.
 
Why You’ll Like It Here
  • An incredible team of smart, collaborative, and supportive people to work with
  • Competitive benefits, including tuition reimbursement, RRSP matching and fitness subsidies
  • We are a company that values community, wellness and work-life balance.  We offer personal leave, paid volunteer days and additional paid time off throughout the year
 
Specific Responsibilities:

Supervision of Office Services Assistant
  • Provide direction with respect to job duties
  • Provide backup to the position as needed
  • Consult with the CFO regarding staffing and workflow issues
Office Maintenance
  • Coordinate office changes such as internal moves
  • Negotiate quotes from suppliers, contractors and building maintenance
  • Ensure contracted work is completed within budget and on time
  • Dispose of furniture assets as required
  • Coordinate required building services and activities with vendors including building management
  • Assign employee security cards and alarm codes; maintain an accurate register of cards and codes and deactivate unallocated cards and codes
Purchasing and Expense Coordination
  • Ensure competitive rates are obtained for goods and services
  • Order and purchase office equipment, supplies and forms
  • Ensure all facility related invoices are accurate 
  • Monitor actual expenditure against budget
Reception
  • Greet all visitors to the company’s office and direct them to the appropriate party as required
  • Receive and direct incoming calls to the main switchboard
  • Supply information regarding the company to customers and the general public
  • Help maintain office security by ensuring all visitors are signed in/out and provided with the appropriate visitor pass
  • Receive and direct all incoming mail from Canada Post and couriers and ensure that mail and courier supplies are available, ordering stock when necessary
  • Sort and stamp all outgoing company mail and arrange for various daily courier services as required
  • Deliver Canada Post mail to the central depository at the end of the day
  • Distribute faxes to the appropriate individuals or departments on a daily basis
  • Prepare registered mail for pick up
  • Order office supplies and maintain the supply room
  • Complete monthly report for postage machine
  • Update the Operations and Reception process manuals
Requirements:
  • 5+ year’s prior reception and office administrative experience, ideally in a corporate office environment
  • Proficient computer skills, including Word, Outlook and Excel
  • Excellent written and verbal communication skills with an adeptness in negotiation
  • Proven time management and organizational skills
  • Professional, friendly and courteous in all interactions
  • Perform well in a busy operation and remain calm under pressure
  • Demonstrated ability to handle a medium volume of calls in a busy office environment
  • Proven problem solving abilities; able to trouble shoot difficult customer service calls
  • Able to work independently, set and meet deadlines and achieve goals
  • Have a strong customer service orientation
  • Possess discretion and ability to manage confidential information
  • Ability to meet business objectives and be a value added team player
 
Qualifications:
  • Experience in a reception and office administration role in a busy corporate environment
  • Completion of secondary school is required.
 
Qualified candidates are asked to please submit a cover letter outlining your suitability for this opportunity and a copy of your resume.

Family’s office is located in the picturesque Coal Harbour area of downtown Vancouver, close to the seawall, Stanley Park, and public transit. The company offers a supportive and collaborative work culture with great employee perks.

We would like to thank all candidates for showing interest in this role and our company; however only those selected for further consideration will be contacted.

We are committed to providing an inclusive work environment that welcomes diversity and supports accessibility across the organization. If you require accommodation at any time during the recruitment process, please let us know by contacting accommodationrequest@familyins.com.

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