Confidential Hiring | Full-Time | Monday–Friday, 9:00 am–5:00 pm | Extended Health Benefits

We are a fast-paced real estate brokerage in Vancouver seeking an organized, detail-oriented Office Administrator to join our team. This role is essential to the smooth day-to-day operation of our office, ensuring systems, processes, and administrative functions are handled efficiently and professionally.

As the central point of support for our team, you will play a key role in maintaining an organized, productive, and welcoming work environment. This position is ideal for someone who enjoys creating structure, managing multiple priorities, and contributing to the success of a high-performing team.

This is a full-time, Monday-to-Friday position offering consistent hours, stability, and the opportunity to make a meaningful impact behind the scenes in a thriving real estate office.

• Welcome and assist visitors, clients, and callers, ensuring a professional and positive experience while directing inquiries appropriately.
• Manage all incoming and outgoing mail and courier deliveries, ensuring timely distribution and processing.
• Draft, prepare, and respond to routine correspondence, requests, and administrative communications.
• Maintain a clean, organized, and professional office environment, including boardrooms, reception areas, and shared workspaces.
• Monitor and replenish supplies for printers, copiers, and other office equipment, while troubleshooting basic operational issues.
• Track inventory and coordinate the ordering and distribution of office and kitchen supplies.
• Prepare and organize materials for training sessions, meetings, presentations, and marketing initiatives.
• Support the onboarding and offboarding of sales associates, ensuring a seamless transition process.
• Accurately input and maintain listing contract information within the Real Estate Board system.
• Act as the primary point of contact for building maintenance requests, vendor coordination, and meeting room scheduling.
• Provide administrative support to the Office Manager, Managing Brokers, and Brokerage Owners.
• Assist with the creation, formatting, and distribution of internal communications and marketing materials.

• Exceptional attention to detail with the ability to complete accurate, high-quality work in a timely manner.
• Strong organizational and time-management skills, with the ability to prioritize competing responsibilities effectively.
• Thrives in a dynamic, team-oriented environment and is willing to take on tasks of all sizes to support the success of the office.
• Demonstrates a proactive mindset and a continuous desire to improve client experiences, office operations, and internal processes.
• Excellent interpersonal, verbal, and written communication skills, with the ability to build positive relationships with clients and colleagues.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with strong internet and computer skills.

CoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.