Front Desk Operations Assistant

We’re looking for a Front Desk Operations Assistant to join our Vancouver office. In this role, you’ll be responsible for ensuring a professional and seamless first impression for employees, visitors, vendors, and clients. This role manages incoming calls, handles mail and deliveries, and keeps shared spaces (including the kitchens) stocked, tidy, and functioning smoothly. The Front Desk Operations Assistant contributes to the consistent, reliable day-to-day operation of the offices.

An ideal candidate has a minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office that is looking to grow and develop their career in a top-tier, dynamic firm.

At Fast + Epp, our core purpose is to advance structural design and propel architectural imagination. We strive to manifest this core purpose in the designs we produce, the community we have created, and the professional development opportunities we provide for our staff. We’re looking for individuals who approach problems with genuine curiosity; people who instinctively ask, “Is there a better way to do this?”

We value those who will bring diverse experiences and perspectives to our team, those who thrive in collaboration, and recognize that every interaction is an opportunity to learn something new. We’re searching for individuals who lead with integrity that are honest, reliable, and good listeners.

Primary Responsibilities:

Front Desk & Reception

This role is Monday to Friday 8:30 AM to 5:00 PM in the Vancouver office

Ensure the reception desk is always staffed, tidy, clean, and organized

Answer, screen, and direct phone calls in a polite and friendly manner

Monitor the central company email inbox, triaging messages and forwarding to the appropriate person or department

Greet and welcome visitors in a warm, professional manner

Provide accurate information in response to general inquiries

Receive and sort incoming mail and deliveries; manage outgoing mail and courier services

Kitchen & Common Areas

Perform general kitchen duties including loading/unloading the dishwasher, cleaning and tidying up after lunch, and replenishing supplies

Keep kitchens, meeting rooms, and other common areas clean, tidy, and well-maintained

Monitor and maintain inventory of office and kitchen supplies, and place orders as needed

Proactively keep office and kitchen supplies maintained at other office locations

Organize and maintain magazines, books, and the company library

Meetings & Events

Schedule and coordinate meetings and lunch-and-learns, including catering needs and room set-up/clean-up

Assist with coordination and logistics of events, activities, and meetings

Coordinate vendor visits, communicate needs, and report issues as they arise

Administrative Support

Coordinate and track leadership lunches and coffees with employees

Communicate special occasions to leadership team

Provide administrative support across all locations and departments

Create and format documents/spreadsheets/slide decks

Generate certificates of insurance

Assist with archiving procedures and manage the retrieval of archived files

Maintain records and files, both digital and physical

Coordinate employee travel via Corporate Travel Agent

Perform other administrative and operational tasks as needed

How you fit into the team:

You report directly to Director of Operations

You work closely with the Operations team

What you bring to the table:

Minimum of 1 year of experience in an administrative, medical office, clinical, legal, or similar structured office environment

Comfortable handling a wide variety of tasks in a day, from scheduling and correspondence to kitchen upkeep and light office cleaning/tidying, with a “no task too small” attitude

Solid Word, PowerPoint, and Excel skills

Experience using Microsoft Outlook and calendar management

Exceptional organizational and time management skills, with the ability to juggle multiple priorities

Friendly, approachable, and professional demeanor, even when things get hectic

Reliable, proactive, and willing to pitch in wherever needed to keep the offices running smoothly

Why work for Fast + Epp?
At Fast + Epp, we strive to be more than a…