Office Services Intern

With over 100 hotels in our portfolio, representing 18 internationally recognized hotel brands, InnVest is the largest independent owner of hotels in Canada. In addition, our management team oversees the day-to-day operating activities of 87 owned and third party owned hotels. InnVest’s portfolio is geographically diverse with hotels from Vancouver, BC to Corner Brook, NL but also experientially diverse from roadside inns to luxury urban properties.

At InnVest, our mission is simple – to deliver outstanding guest experiences and superior returns on quality hospitality investment. A career at InnVest will provide you with unrivaled opportunities and invaluable exposure to Canada’s largest independently-owned and operated hotel portfolio.

To learn more about InnVest Hotels, visit https://innvesthotels.com/.


THE ROLE:

Reporting to the Office Manager, Web Content Coordinator, EA to the CSO or their designate, the Office Services Temp is responsible for providing administrative support and assisting with the daily functional operations for the Corporate Office, combined with ad-hoc project work and associated Office Services tasks as assigned.


As an entry-level position, the successful candidate will possess an unwavering attention to detail, thrive as a team player, and the agility to adapt in a fast-paced environment. This is an excellent opportunity for a student and/or recent graduates eager to acquire administrative experience.

This is a temporary summer contract from May - August.

ACTIVITIES:

Receptionist Tasks:

Greet visitors, answer phone calls, and direct inquiries to the appropriate department while maintaining a professional and friendly presence at the front reception desk.
Assist with scheduling appointments, meetings, and conference room bookings.
Process regular & urgent courier requests (shipment & pick-ups) with Canada Post, FedEx & Ultimate Courier. Assist with customer service tasks and resolve fundamental inquiries.
Maintain general tidiness of Office areas including reception, employee kitchens, all meeting rooms, mail rooms and the overall office environment.
Conduct periodical inventory counts of common office supplies, kitchen supplies and place timely orders with Imperial, Costco, Staples, and Amazon while staying within Office Services budget. Receive supplies orders and re-stock inventory daily.
Maintain and update Company directory for distribution.
Mail sorting (pick-up and delivery within building) and scan / distribute documents to corresponding departments and employees, as required – and arranges couriers / taxi delivery for urgent matters, as needed.
Assist with Staff/Team on-site catering needs and/or meal reservations.
Provide ad hoc administrative tasks and support to InnVest overall team, as needed.
Office Services Tasks:

Assist IT and Corporate HR with employee onboarding and offboarding procedures: Coordinate office seating arrangements, assign desks, phones, and other company assets, as required.
Responsible for ordering, installation, and removal of team name plates, on-site office access, and tracking team allergy and dietary restrictions, as required.
Track employee business cards and company branding material orders.
Responsible for stamping envelopes and maintenance of Pitney Bowes machine (i.e., replenish credit, ink, and/or end of day mail out).
Assist with Iron Mountain Shredding services and/or associated scanning projects for any recall/outgoing items, including but not limited to shredding / scanning archived department materials from the Corporate Office.
Assist the Office Manager with budget tracking for Office Services, and follow-up with vendors regarding billing, as needed.
Responsible for Colliers Facilities maintenance (i.e., ad hoc repair coordination, lighting, cleaning).
Monitor the Investor mailbox, distribute messages to pertaining departments and track follow-up for external inquiries.
Participate as Assistant Fire Warden for building fire safety and evacuation drills, as required.
Handle invoices and document tracking for all Office Services vendors (i.e., Imperial, Pitney Bowes Postage, FedEx, Purolator, Canada Post, Costco, Staples, and Amazon).
Assist with filing, data entry, and document management.
Support the Office Services team with company social events and upcoming office relocation in summer 2025.

COMPETENCIES WE ARE SEEKING:

Currently enrolled in an accredited co-op program at University or College, or seeking temporary administrative work.
Strong communication skills (both written and verbal).
Excellent organizational skills with the ability to multitask and prioritize effectively.
Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent tools.
Ability to work independently and as part of a team.
Friendly, professional demeanor with strong interpersonal skills.
Previous office or customer service experience is an asset but not required.
Mental Effort required to perform the job:

Frequent mental attentiveness and listening
Frequent mental effort is required in multi-tasking, handling interruptions, and/or Employee/Manager queries, which require constant refocusing.
Frequent mental effort is required in meeting stringent deadlines.
Frequent levels of concentration required for accuracy
Physical Effort required to perform the job:

Continuously requires manual dexterity speed and hand/eye coordination for work at a computer.
Periodic lifting of computer hardware and administrative materials such as laptops, physical files, binders, etc.
Responsibility for Resources:

Responsible for work area.
Responsible for confidential documents, equipment, and protocols related to the company.