Office Administrator, Executive Reception

Proud to be 100% Canadian-owned, Northland Properties' are recognized as one of the most trusted names in hotels, restaurants, resorts, sports, construction, and asset management. Our well-known and loved brands have been bringing people together to celebrate unforgettable experiences across Canada, the US, Ireland, and the UK for over 50 years. As Canada’s fastest-growing hospitality group, we believe the foundation of our continued success is our people and their ability to take great care of our guests.

EMPLOYER: Northland Properties Corporation (NPC)

LOCATION: Support Centre, Vancouver, BC

EMPLOYMENT TYPE: Full Time

COMPENSATION RANGE: $55,000 – 65,000

BENEFITS: Health/Dental/Vision, RRSP, Paid Time Off, Employee Perks.

The Office Administrator - Executive Reception is an important touch point for our Support Centre and helps shape the experience of everyone who enters or connects with our office.

Based at the executive reception desk, this role provides a professional, welcoming and organized presence for team members, candidates, business partners, guests and senior leaders. The Office Administrator manages the day-to-day reception experience, provides administrative support and assists the Human Resources team with coordination and routine activities.

This is an ideal opportunity for someone with strong administrative skills, a genuine interest in people and some early Human Resources exposure who would like to continue building their experience in a complex, fast-moving organization.

Key Responsibilities

Executive Reception and Office Experience

• Serve as the first point of contact for visitors, candidates, team members and business partners.
• Create a warm, professional and helpful experience that reflects the culture and standards of the organization.
• Greet visitors, confirm appointments and connect them with the appropriate person.
• Manage incoming calls, general inquiries, boardrooms and deliveries.
• Maintain a polished, organized and welcoming reception area.
• Support the flow of visitors and meetings within the executive office area while maintaining appropriate discretion and confidentiality.
• Build familiarity with the organization, its brands and key contacts to help direct questions efficiently.
• Identify and respond to office needs, concerns or service gaps before they disrupt the team or visitor experience.

Administrative and Office Support

• Provide general and HR administrative support, including document preparation, data entry and correspondence.
• Assist with meeting room bookings, refreshments, catering and preparation for internal and external meetings.
• Support the Office Coordinator in maintaining office, kitchen and meeting-room supplies and coordinate replenishment as needed.
• Support office events, leadership meetings, employee activities and special projects.
• Support the Office Coordinator in with building management, vendors and internal departments on routine office matters.
• Help maintain shared office and business unit information, contact lists, procedures and records.
• Provide administrative support to senior leaders and the Human Resources team.
• Maintain accurate and up-to-date office records.
• Process and reconcile expense reports for the Human Resources team.
• Support in creating maintain office standard operating procedures.

People & Culture Support

• Assist with interview scheduling, candidate communication and preparation of interview materials.
• Support new-hire onboarding activities, including documentation, welcome materials and first-day coordination.
• Assist with the preparation and organization of employee records, letters, forms and other Human Resources documents.
• Respond to routine questions and direct team members to the appropriate Human Resources contact.
• Support employee programs, recognition activities, training sessions and engagement initiatives.
• Handle personal and confidential information carefully and in accordance with company requirements.
• Take on additional People & Culture coordination responsibilities as knowledge and experience grow.

What You Bring

• One to three years of experience in administration, reception, office coordination, customer service or a related role.
• Some education or experience in Human Resources, business administration or a related area.
• A genuine interest in learning, growing and taking on new challenges.
• Strong interpersonal skills and confidence interacting with employees, candidates, visitors and senior leaders.
• A professional, approachable and service-oriented style.
• Strong organization, attention to detail and follow-through.
• The ability to manage interruptions, shifting priorities and a varied workload.
• Sound judgment and discretion when working with confidential or sensitive information.
• Clear written and verbal communication skills.
• Working knowledge of Microsoft Office, including Outlook, Word, Excel and Teams.
• Experience with an HRIS or applicant tracking system is an asset.

How You Work

• You understand that reception is more than a desk. It is a key connection point for the office and often the first impression of our organization.
• You enjoy helping people and make others feel welcomed, acknowledged and supported.
• You are attentive to what is happening around you and take initiative when something needs attention.
• You remain calm, professional and resourceful in a busy environment.
• You balance warmth and approachability with discretion and good judgment.
• You are curious about Human Resources and motivated to build your knowledge through hands-on experience.
• You take pride in creating an organized, welcoming and well-run workplace.

At Northland Properties Corporation (NPC), we are committed to building a network of talented professionals who can help to provide exceptional hospitality experiences. As an equal opportunity employer, we are constantly seeking motivated and enthusiastic individuals to join us in various fields, including Construction, Finance, IT, HR, Marketing, and Support Center. To join our dedicated team and be a part of our thriving hospitality community, explore the exciting career opportunities available at https://northland.ca/careers/(opens in a new tab).

Submission of resume does not guarantee an interview or transfer. Qualified applicants are encouraged to apply, provided they meet the minimal requirements of the applicable skills required. You must be legally entitled to work in Canada to apply as the employer does not have a Labour Market Impact Assessment (LMIA) that would support a foreign worker. Applications will not be accepted via email or in person. We thank all applicants for their interest in Career opportunities with Company, however, only those applicants we wish to interview will receive a reply to their application.

NPC uses AI enabled tools to assist with application management. All hiring decisions are made by people. We do not use AI to screen, assess or select applicants for this posting. NPC is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. NPC does not discriminate on the basis of disability, veteran status or any other basis protected under federal, provincial or local laws. Accommodations are available at any stage of the recruitment process upon request. If you need support, please email [email protected]. NPC takes seriously its obligations under the Human Rights Code.