Receptionist / Office Coordinator (9 Month Contract)

The Receptionist / Office Coordinator is responsible for providing a high level of office coordination and administration, serving as the first impression of Nicola Wealth to high-profile clients, staff, and business partners. This role is part of a team of office administration experts dedicated to delivering exceptional service to clients, management, and staff. The Receptionist / Office Coordinator is detail-oriented, service-driven, proactive, and conscientious, and confidently delivers exceptional service both in person and over the phone. 

A key project during this contract will be supporting the Head Office facilities move, including decommissioning the current site and coordinating the transition to the new office across the street (e.g., packing, organizing, and disposing of supplies and materials). 

This role is fully onsite. 

• Welcome staff, clients, and visitors, delivering a high standard of personal interaction and professionalism. 
• Maintain an organized and presentable reception area, ensuring a positive first impression. 
• Manage a multi-line telephone system, answering and transferring calls professionally. 
• Respond to reception inbox requests promptly and professionally. 
• Retrieve, sort, and redirect incoming mail and couriers; prepare outgoing mail and couriers. 
• Manage boardroom/meeting room schedules, facilitate room setup and takedown, and ensure meeting spaces are presentable. 
• Assist with catering requirements for meetings and support special event planning. 
• Implement office procedures in line with corporate policies and objectives. 
• Apply company policies and procedures to resolve a variety of issues. 
• Monitor office supplies, manage inventory, and prepare weekly orders. 
• Oversee kitchen maintenance, including weekly coffee/food orders and kitchen supplies. 
• Liaise with business suppliers supporting office operations, resolving operational or facility issues as needed. 
• Provide administrative and office support in collaboration with teams across the organization. 
• Partner with People & Culture to support onboarding of new staff. 
• Coordinate and support planning for staff events. 
• Act as office representative for Nicola Wealth’s Business Continuity Incident Command Team, First Aid Attendant, and Fire Marshall. 
• Participate in other projects or tasks as required. 

• Minimum 3 years of administration experience in a professional, entrepreneurial office environment, professional services firm, or hospitality industry, or a combination of education and experience. 
• Occupational first aid certification is an asset. 
• Advanced knowledge of Office 365 (MS Word, Excel, Outlook, Teams, SharePoint). 
• Exceptional organizational, time management, and prioritization skills, with the ability to multi-task and manage competing priorities. 
• Strong verbal and written communication skills, with proven ability to communicate effectively at all levels. 
• Ability to work independently and manage responsibilities with minimal oversight. 

This position comes with a competitive base salary hiring range of $50,000 - $60,000, dependent on experience, skills, qualifications and internal equity. 

 At Nicola Wealth, our people grow our business, delight our clients, and live our values every day. Our comprehensive compensation and benefits package reflects our appreciation for this commitment. To learn more about our complete package, visit: www.nicolawealth.com/benefits.

This role is a current vacancy within Nicola Wealth.