Role Overview

Reporting directly to the Manager, Office Services, the Receptionist is responsible for providing professional front-of-house and reception support onsite at Bentall 3 in Vancouver. This includes greeting visitors, managing access procedures, supporting meeting room operations, handling incoming calls and inquiries, coordinating with internal teams, and maintaining a professional and welcoming reception environment.

Key Responsibilities

• Be a courageous safety leader and support compliance with safety and environmental policies, procedures, and standards.
• Ensures professional and thoughtful handling of all incoming calls. This includes answering the switchboard in a cheerful, timely manner, advising calls to the appropriate persons, taking and sending messages when required, and providing whatever assistance the caller may require. Including, but not limited to, the provision of addresses and phone numbers of our various locations, fielding service calls, catering calls, etc.
• Coordinates visitor and contractor access in accordance with Risk & Security procedures and established office protocols.
• Maintains accurate visitor and access card records and follows up on outstanding cards or access requests as required.
• Liaises with Risk & Security and internal teams regarding employee, contractor, and visitor access requirements.
• Liaise with IS Physical Security to get cards set up for new staff, visiting staff and contractor cards.
• Updates Bentall 3 floor plans and seating records as required and posts updated versions to the appropriate internal platforms.
• Creates and coordinates name tags for assigned desks and offices and maintains accurate seating information in coordination with Office Services.
• Mail out company and investor information as required.
• Assists employees and visitors with meeting room coordination and booking support as required.
• Monitors meeting room readiness and advances issues related to room setup, cleanliness, supplies, or technology support to the appropriate teams.
• Provides basic support and troubleshooting for meeting room technology, including Microsoft Teams meeting functionality, where required.
• Other Reception duties as the need arises.
• Assisting employees and visitors with wayfinding and office support.
• Coordinates with the Bentall 3 Office Services Coordinator and the wider Office Services team regarding reception coverage, office support requirements, and daily operational needs.
• Support with visitor management tools and communication with reception/admin teams.
• Assists with courier coordination, deliveries, catering arrivals, and general reception-related inquiries.
• Supports communication and coordination between Reception, Office Services, Security, and other internal departments as required.
• Helps maintain a professional, organized, and welcoming reception and common area environment.

Qualifications

• 2-3 years office experience; minimum 1 year reception experience
• Proficiency in MS Office, including Word, Excel and Outlook applications
• Demonstrated ability to work under pressure, meet tight deadlines and effectively handle changing priorities
• Proven track record to establish and maintain effective working relationships by exercising tact and subtlety while maintaining the highest levels of customer service
• Enjoys working in a team environment and can also work independently
• The incumbent should possess an effective, positive, cheerful and professional demeanor.
• Have excellent verbal and written skills.