Administration assistant Jobs in Coquitlam, BC

Associa BC is looking for a full-time, permanent Administrative Assistant to join the team in our Surrey Office. The office is open concept, and it is easily accessible by transit, and we celebrate our divers and inclusive office culture with social gatherings and celebrations. This is an office‑based role.

What this role is about

The Administrative Assistant supports day‑to‑day office operations by completing structured administrative tasks and providing customer service support. The role works under moderate supervision, with clear expectations and established processes.

You will regularly communicate with homeowners, Board members, and internal team members and help keep information organized, accurate, and up to date.

This role is well suited for someone who enjoys routine, clear tasks, and supporting others through reliable administrative work.

What you’ll be responsible for

Your main responsibilities will include:

• Preparing and organizing correspondence related to association business
• Answering and responding to incoming phone calls and emails from homeowners, Board members, and Managers, and following up on requests
• Receiving, sorting, and distributing incoming mail for the office and associations
• Updating homeowner and association information in internal systems (including C3) and shared files
• Providing phone coverage for Reception when needed
• Keeping shared workspaces organized and maintained
• Monitoring office supplies, notifying the Office Manager when supplies are low, and helping with restocking
• Scanning, filing, and organizing documents as part of general office support
• Completing other clearly defined administrative or clerical tasks as needed

The tasks listed above describe the core responsibilities of the role. Duties may change from time to time based on office needs.

Requirements

We are looking for someone who can do many of the following:

• Use Microsoft Office tools (Word, Excel, Outlook) comfortably for everyday tasks
• Communicate clearly and professionally by phone, email, and in writing
• Provide courteous and reliable customer service
• Read, understand, and follow written and verbal instructions
• Prepare basic business correspondence with accuracy and attention to detail
• Use standard office equipment such as copiers and phone systems
• Handle sensitive information with confidentiality and discretion
• Stay organized and manage priorities, especially when requests are time‑sensitive
• Work within established policies, procedures, and forms

You do not need to meet every requirement to apply.
If you meet many of them and are willing to learn, we encourage you to submit an application.

Who this role is a good fit for

This role may be a good fit if you:

• Are early‑career, re‑entering the workforce, or building experience in an administrative role
• Prefer clear instructions, structured tasks, and defined responsibilities
• Enjoy keeping information organized and helping others navigate processes
• Are comfortable with routine work and occasional variation throughout the day
• Like working in an office environment with consistent expectations

Additional information

This job description reflects the general nature and level of work performed in this role and is not intended to list every possible task or responsibility. Duties may change based on business needs.

Associa is an Equal Opportunity Employer.

Benefits

• 37.5 hour work week
• Paid Personal days, Sick days and Vacation days
• Two additional paid statutory holidays each year
• Extended Heath and Dental, fully funded by the employer
• Life, AD&D, LTD - split costs with employer
• Well Perks program
• Access to continued learning opportunities
• Certified "Great Place to Work" by employees 6 years in a row!