Front Office Manager - Jobs in Kelowna, BC

Job Description

We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 99% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canadas Top Employers, we are dedicated to upholding our firms values through this phase of significant growth.By bringing together smart, dedicated and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for you to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build for the future. If you have this same drive, then lets talk!Position SummaryAs the Front Office Manager you will lead the daily operations of Nicola Wealths Kelowna office including front desk activities, administration and general office operations. You will act as the face of Nicola Wealth ensuring our clients and business partners experience the highest level of service when interacting with our office. In addition to coordinating all front desk activities, you will be the central point of contact for all office management operations to ensure the smooth running of our office.As Front Office Manager, your key accountabilities will include: Front Office Management

• Welcome clients and visitors, greeting them and providing high standard of client interaction
• Maintain an organized and presentable reception area, ensuring visitors first impression of Nicola Wealth is a positive one
• Answering multi-line telephone, answering questions and transferring calls in a polished and professional manner
• Retrieve, sort and redirect incoming mail and couriers; prepare outgoing mail and couriers
• Manage boardroom/meeting room schedules, facilitate room set up and take down, ensuring space is presentable before and after meetings
• Assist with catering requirements for meeting and special event planning

Office Management

• Oversight of office procedures ensuring they are in line with corporately defined policies and objectives
• Manage office supplies, monitoring inventory and preparing weekly orders
• Manage kitchen maintenance including ordering weekly coffee/food orders and kitchen supplies
• Vendor management oversight: Be the central relationship owner for key business suppliers supporting our office operations, such as building and facility management, maintenance providers, etc.; taking initiative to resolve any related operational or facility issues that may arise
• Key collaborator and contributor for our return to workplace planning, which includes supporting the team to implement our new hybrid workspace strategy
• Provide ongoing support for office space planning, from both a macro and individual workstation level, by liaising with project managers and design teams, optimizing staff placements over the course of our organizations growth and development
• Provide general administrative and office support in collaboration with teams across the organization
• Partner with People & Culture to provide assistance with the onboarding of new staff
• Coordination and support for staff special events
• Act as an office representative for Nicola Wealths Business Continuity Incident Command Team (ICT), First Aid Attendant and Fire Marshall

Success Factors:

• Superior client service orientation
• Exceptional interpersonal skills and a high degree of professionalism
• Self-directed with the able to proactively resolve problems and resolve conflict with a high degree of professionalism; solution oriented
• Resilient and calm under pressure
• A drive for excellence and continuous exploration for new and better ways to do things with the confidence to adapt to change
• Has a positive attitude and thrives in a dynamic, fast-paced environment
• Highly organized with a keen attention to detail
• Demonstrates leadership contributing to a strong team culture
• Ability to develop and maintain relationships internal to the organization and external with clients and business partners
• Sound judgement regarding confidential and sensitive matters
• Demonstrates a drive for continued learning and professional growth

Your experience and qualifications will include:

• 5+ years of relevant experience working in a professional, fast-paced, entrepreneurial office environment or professional services firm
• Bonus points if you have previous people leadership experience
• Occupational first aid certification is an asset
• Diploma in business administration, or an acceptable combination of education and progressive work experience
• Advanced knowledge of Office 365 including MS Word, Excel, Outlook, Teams, Sharepoint required
• Exceptional organizational, time management and prioritization skills, including the ability to multi-task with competing priorities and demands
• Strong communication skills (both verbal and written) with a proven ability to communicate effectively at all levels across the organization
• You have the ability to work independently and manage your area of responsibility with minimal oversight

**Application closing date is September 17, 2021.Please include both cover letter and resume in your application. Thank you for your interest in this position. We are an inclusive equal opportunity employer. For more information about this and other roles: nicolawealth.com/careersJob Type: Full-timeQuick Apply

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