Office Manager & IT Support

About Whitetail Homes

Whitetail Homes Ltd. is a real estate developer based in Abbotsford, BC, building condominium, rental and mixed-use communities across Metro Vancouver and the Fraser Valley. Our active projects in Surrey, Langley, Abbotsford, Maple Ridge and Chilliwack span every stage, from acquisition and rezoning through construction.

About the role

You'll own Whitetail's offices and technology: head office, our Langley construction office (run remotely), the systems everyone uses and the vendors behind them. Day to day, you'll answer the phones, fix what breaks, set up new hires and keep our accounts and data secure. Over time, you'll build the systems that keep it all running: an asset inventory, onboarding checklists and clear office and IT policies.

This is a hands-on role. You'll handle routine IT yourself and bring in outside specialists for larger network, server or security work.

Pay:

CA$60,000.00 - CA$80,000.00 per year

Key responsibilities:

• Office operations

• Answer and direct incoming calls, greet visitors and handle general inquiries as Whitetail's first point of contact.
• Run the Abbotsford head office day to day: mail and couriers, supplies, kitchen and meeting rooms.
• Manage the Langley construction office remotely: order supplies, arrange deliveries and coordinate service vendors with the site team.
• Manage the head office premises with the landlord and contractors: repairs, maintenance, cleaning, security systems, keys and fobs.
• Manage Sales Centre office: order supplies, arrange repairs, cleaning
• Coordinate onboarding and offboarding: desk, equipment, accounts and keys ready on day one, and access removed the day someone leaves.
• Plan logistics for company meetings and staff events.
• Coordinate office health and safety: first aid supplies and attendant coverage, emergency procedures and WorkSafeBC requirements.

• IT, systems and security

• Provide first-line IT support for all staff: laptops, phones, printers and plotters, Wi-Fi, video conferencing and user accounts.
• Administer our email and productivity platform accounts, licences, shared drives and permissions.
• Buy, set up, track and retire hardware, keeping a current asset inventory and replacement schedule.
• Keep company data secure: multi-factor authentication on every account, a password manager, updates and endpoint protection, and backups tested by restoring them.
• Work with finance to prevent payment fraud: email security, phishing training and a call-back check whenever a vendor changes banking details.
• Organize project folders and permissions so staff and outside consultants can reach what they need, and nothing more.
• Support the Langley construction office remotely: internet, Wi-Fi, phones and printers, using remote-support tools and local vendors.
• Manage the office network, phone system and mobile plans with outside providers.

• Vendors, budget and documentation

• Manage office and IT vendors - IT services, telecom, equipment leases and software subscriptions - including contracts, renewals and service issues.
• Prepare and track the annual office and IT budget; code invoices and flag variances to finance.
• Keep a runbook of vendors, licences, renewal dates, procedures and admin access, stored securely.
• Recommend and lead improvements, such as a laptop refresh, a new phone system or a file migration.

What success looks like:

• First 90 days

• A complete inventory of hardware, software licences, vendors and admin access, with an owner and renewal date for each.
• Multi-factor authentication on every company account.
• Written onboarding and offboarding checklists, used for every hire and departure.

• First year

• Routine IT requests handled within one business day.
• A successful test restore from backup every quarter.
• Phishing awareness training completed by every staff member.
• Office and IT spending tracked monthly against an approved budget.

Qualifications:

• Required

• 2+ years in office management, IT support or administration, or a combined operations role.
• Hands-on administration of Google Workspace or Microsoft 365.
• Confident supporting Windows and Mac laptops, iPhone and Android phones, printers, Wi-Fi and video conferencing.
• Working knowledge of security basics: multi-factor authentication, password managers, endpoint protection, backups and phishing.
• Experience managing vendors, contracts and a budget.
• Organized and thorough: you document what you set up and close the loop on every request.
• Able to explain technical issues clearly and patiently to non-technical colleagues.
• Diploma or certificate in IT or business administration, or equivalent experience.

• Nice to have

• Experience in real estate development, construction or property management.
• IT certifications such as CompTIA A+, Network+ or Security+, or Microsoft 365 or Google Workspace admin certifications.
• Familiarity with industry software such as Bluebeam, Sage.
• A current first aid certificate, or willingness to obtain one.
• Experience leading an office move or a systems migration.

• What we offer

• Ownership of the office and IT function, working directly with Whitetail's leadership.
• A front-row view of real estate development, from rezoning to construction.
• Extended health and dental, vacation and training support

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care