Reception & Office Administrator

Job Description

<p>Position Title: Reception & Office Administrator</p><p>Department: Business Solutions</p><p>Employment Type: Full-Time</p><p>Application Deadline: January 9, 2026</p><p>PURPOSE</p><p>Building trust through excellence.<br></p><p>VISION</p><p>Relentlessly advancing commercial real estate to provide remarkable experiences.<br></p><p>CULTURE</p><p>Stewardship and empowerment; integrity and fair play; remarkable experiences; mutual respect and authenticity; relationship-driven success; internal recognition and role clarity; fun<br></p><p>About the Company:</p><p><em>Cushman & Wakefield | Stevenson</em> is a full-service commercial real estate firm in Winnipeg, Manitoba, that provides solutions in brokerage, property management, and advisory services.</p><p>We are looking for a Reception & Office Administrator to join our Business Solutions team. If you are a people-focused professional looking for a fun, hardworking and collaborative team that supports learning and continuous improvement, we want to meet you</p><p>Summary:</p><p>The Reception & Office Administrator is an energetic, conscientious, and detailed individual who enjoys making a difference and being a part of a team in a fast-paced environment. This role is essential to the smooth and professional functioning of Cushman & Wakefield | Stevenson, serving as the first point of contact for clients, visitors, and staff while ensuring daily office functions run efficiently. By coordinating people, systems, and resources, the Reception & Office Administrator helps maintain an organized, connected, and productive workplace.</p><p>The Reception & Office Administrator reports directly to the Vice President, Human Resources & Business Solutions.<br></p><p>Required Skills and Abilities:</p><ul><li>Post-secondary certificate or diploma in Office Administration, Business Administration, or a related field is considered an asset; equivalent work history may be considered.</li><li>Minimum 2 years of experience in an administrative role, with experience in corporate, property management, or professional services preferred.</li><li>Demonstrated ability to handle confidential information with discretion, including client documents and sensitive communications.</li><li>Demonstrated ability to maintain a professional, polished, and welcoming demeanour in all interactions, both in person and over the phone.</li><li>Able to manage multiple priorities in a busy, fast-moving environment with frequent disruptions and shifting demands.</li><li>Administrative Skills – naturally detail-oriented, with the ability to organize information electronically and in paper form. Knowledge of standard office administrative practices and procedures is considered an asset. </li><li>Computer Skills – intermediate to advanced skills in Excel, Word, and other Microsoft Office programs required. </li><li>Communication Skills – ability to communicate effectively and in a professional manner with all levels of the organization, both orally and in writing; possesses strong customer service skills and takes a diplomatic approach to successfully building and maintaining relationships with all stakeholders.</li><li>Organizational Skills – ability to allocate one's time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities while adapting to new ideas and constant changes.<br></li><li>Excellent interpersonal and communication skills, with a natural ability to build rapport and ensure every interaction feels welcoming and respectful.</li><li>Ability to work effectively in a rapidly growing/changing environment with a high degree of resourcefulness, flexibility, and adaptability.</li><li>Relationship Skills – ability to develop and sustain cooperative working relationships at all levels of the organization; ability to be a self-motivated team player with good conflict-resolution skills and the intention to create and maintain positive working relations; committed to personal growth and integrity aligned with Cushman & Wakefield | Stevenson's objectives and values.</li><li>Decision-Making Skills – ability to resolve problems using facts and sound reasoning.<br></li></ul><p>Duties and Responsibilities: </p><p>Reception</p><ul><li>Welcomes and triages all visitors, clients, and contractors in a professional and courteous manner.</li><li>Answers, screens, and redirects incoming calls promptly and accurately.</li><li>Coordinates courier and mail services, including sorting and distributing incoming mail, as well as preparing and arranging outgoing correspondence and packages.</li><li>Takes payment in person related to condo and rental fees via cash or cheque where required.</li><li>Reconciles monthly Sundries invoices and reports and prepares/updates the master list of chargebacks to provide to the corporate accounting team (i.e., postage usage, printer logs, courier usage, and ad-hoc supplies).</li><li>Monitors the general Accounts Payable inbox; electronically stamps and distributes all received invoices to the appropriate Accountant for payment.</li><li>Addresses general departmental inquiries where appropriate.</li><li>Maintains office security by following relevant procedures; monitors the visitor logbook; issues visitor badges.</li><li>Maintains office and telecommunication systems by ensuring proper operation, troubleshooting minor issues, and coordinating with external IT service providers as needed.</li><li>Manages reception area and adjacent boardrooms to ensure a clean, organized, and professional appearance at all times.</li><li>Assists with scheduling boardrooms from time to time as necessary.<br></li></ul><p>Office and Administrative Support</p><ul><li>Manages reception coverage scheduling, facility update communications, and office supplies procurement.</li><li>Acts as the liaison between clients and internal contacts within the organization.</li><li>Maintains efficiency and first impressions in the office; participates in establishing standards and procedures for general housekeeping.</li><li>Manages general formatting, versioning, and archiving of company documents where appropriate.</li><li>Prepares, keys in, edits, and proofreads correspondence, invoices, presentations, brochures, publications, and related materials as necessary.</li><li>Formats internal marketing, policy, or Standard Operating Procedures (SOPs) documentation for publishing, photocopying, printing, and binding.</li><li>Provides administrative support as required by various departments.</li><li>Assists the Brokerage department by searching for and providing documentation related to property taxes, assessments, and land titles as needed.</li><li>Assists the Property Management departments with supplies ordering for various properties if needed.</li><li>Supports operational processes such as service contractor coordination, data entry, and asset management.</li><li>Liaises with external IT service providers to log, track, and resolve support tickets.</li><li>Maintains inventory of office supplies and kitchen items; orders replacements where necessary and manages vendor relationships as needed (i.e., document shredding services, refreshment services, etc.).<br></li></ul><p>Business Solutions Support</p><ul><li>Manages general document formatting, versioning, and archiving as needed.</li><li>Maintains version control of administrative process maps, SOPs, and documentation.</li><li>Supports data gathering and scraping for new and recurring documentation and data as required for report creation.</li><li>Assists in report preparation, dashboard formatting, and data exports as needed.</li><li>Organizes training sessions, including invite coordination as well as attendance tracking as required.</li><li>Provides support in maintaining SharePoint and OneDrive folder structure and permissions.</li><li>Formats internal policy or SOP documentation for publishing.</li><li>Supports with IT procurement where required.<br></li></ul><p>Team Member Onboarding Support</p><ul><li>Coordinates with Human Resources to ensure new hires have the necessary system access, badges, and IT equipment.</li><li>Conducts building tours, including shared spaces, meeting rooms, and amenities.</li><li>Introduces new team members to office procedures, policies, and key contacts.</li><li>Serves as a point of contact for first-day logistics and initial general office-related questions.<br></li></ul><p>Cushman & Wakefield | Stevenson is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, 2SLGBTQQIA, female-identifying, Francophone, immigrant, refugee, differently abled and other equity-seeking groups to apply and self-identify.</p><p>If accommodation is required during the hiring process, please inform us once selected for an interview.</p>