Position Overview

The Admininistrative Specialist maintains the functions of the reception and the mailroom and serves as a point of contact to Facilities Services in areas of building management. Maintains/orders office and kitchen supplies etc. Assists with Month end tasks to ensure all deadlines are met. Handles support activities and requests while keeping up to date with policy and document retention time frames. Reports to the Manager Admin Services.

Key Job Responsibilities

Main Reception, Mail Management

- Acts as primary phone receptionist for inbound calls and inquiries to the Branch/Region and responds promptly to their needs.
- Pick up, sort, and distribute mail and small packages to each department.
- Maintain records on postage, registration of mail and packages.
- Prepare and process all office shipping including FedEx and UPS packages.
- Order packing supplies and maintain inventory of common packing supplies and boxes.
- Coordinate mass mailings, either singularly or between multiple departments, to arrive at an effective and cost-effective solution for the departments and the company.
- Assist with procuring office and kitchen supplies.




- Maintenance and cleaning of coffee machines etc.
- Stocking and maintaining inventory levels of all office and kitchen supplies.
- Order and maintain stock of preprinted Encore stationary supplies.
- Order Company Clothing/SWAG/Business Cards

Office Management

- Maintain office equipment, change toner, perform some light repair, and call for repairs when needed.
- Assist with office moves and routine facility maintenance.
- Communicate and coordinate with building management regarding any repairs or work required in the Encore offices.
- Maintain and review schedules for pickups of document disposal containers.
- Assists with creating and updating Policies and Procedures and to keep our documentation (SOP’s) current.

Month End Management

- Assist with Month End ensuring Venues and Branches are meeting month end deadlines
- Venue reporting when needed
- Verification of commission amounts with venue when a venue reaches out to Encore with questions – assist with reconciliation of their

📌 CAN- Administrative Specialist- Part Time- Vancouver
🏢 Encore Global
📍 Vancouver