Temporary Invoice Coordinator jobs

About Devon Properties

Devon Properties Ltd. is a leading property management and real estate services firm headquartered in Victoria, British Columbia, with offices in Vancouver and Kelowna. We are dedicated to improving the rental market for everyone through well-maintained properties, satisfied residents, and detailed financial reporting. Our culture values strong communication, collaboration, and a commitment to excellence in everything we do.

• Please note that this a temporary coverage with a possible extension
• Start date: July 27 or August 3
• End date: February 26, 2026 with a potential to extend

What We Offer

• Competitive salary range $60,000.00 – $70,000.00 per year
• A collaborative and professional work environment
• Career development and advancement opportunities within a dynamic team
• Monthly rent day lunch is provided by the company in addition to various social events that happen throughout the year to support a successful team environment

The Opportunity

The Office Coordinator is a central support in providing and maintaining a professional, safe and well-organized workplace. Focusing efforts on sustainable and innovative solutions this role plays a key role in creating a well-run environment that enables all staff to perform at their best.

In addition, the Office Coordinator supports workplace health and safety by monitoring shared spaces for hazards, ensuring safety equipment is accessible and compliant, coordinating with building services on safety matters, and assisting with emergency procedure activities.

Do you have experience providing high-quality administrative support to senior-level leaders? Do you have a passion for the real estate and property management industry? Do you enjoy applying the latest technology in your work? If you answered “yes” keep reading as this opening will offer you the opportunity to join a collaborative environment where your contribution will be valued.

Key Responsibilities

Office Operations and Facilities

• Manage office supplies inventory including ordering, restocking, and vendor coordination.
• Oversee maintenance and functionality of office equipment such as printers, copiers, postage machines, and access systems.
• Maintain the organization, presentation, and functionality of the office environment.
• Coordinate office seating plans and workspace arrangements.
• Prepare and maintain shared spaces including boardrooms, kitchens, and supply areas for meetings and events.
• Support office-related projects including workspace improvements, renovations, or office construction.

Vendor and Service Coordination

• Serve as the point of contact for office vendors including cleaning services, maintenance contractors, furniture suppliers, security providers, and supply vendors.
• Coordinate building related work orders with vendors and contractors.
• Monitor vendor service quality and address service issues in a timely manner.
• Review and verify office-related invoices before submitting to accounting for processing.

IT and Systems Support

• Liaise with IT support services for employee setup, system maintenance, upgrades and troubleshooting.
• Assist new employees and manage staff requests relating to workspace setup, equipment needs and system access.
• Maintain inventory of office equipment and coordinate IT support requests.
• Provide support with software licensing, security updates, and technology standards.
• Manage corporate mobile device accounts, including phone ordering and monthly reporting.

Workplace Safety and Compliance

• Support workplace health and safety standards and compliance.
• Maintain emergency contact lists, safety equipment inventories, and evacuation procedures.
• Coordinate fire safety tests and training sessions when required.

Office Communication and Administration

• Provide administrative support to senior management and departments including meeting scheduling and calendar coordination.
• Coordinate internal office communications including facility updates and office-wide notices.
• Support the Corporate Administration team with administrative tasks during peak periods.
• Maintain company directories and assist with onboarding and offboarding processes with HR.

Records and Documentation Management

• Manage and maintain company records, documentation, and filing systems to ensure accuracy and accessibility.
• Perform specialized clerical duties including record management, form administration, and documentation tracking.
• Assist with regulatory documentation including maintaining BCFSA licensing records for Property Managers.

Events and Meeting Coordination

• Assist with planning and coordinating internal meetings, corporate events, and special projects.
• Coordinate catering, room setup and logistics for executive meetings and company events.
• Maintain event-related materials such as badges, signage, and supplies.

Qualifications

• Minimum 2 years of experience in office management, facilities coordination, or administrative support.
• Experience supporting executive teams in a professional environment.
• Strong skills in office IT coordination and systems support.
• Advanced proficiency with Microsoft Office (Word, Outlook, Excel) and PDF editing tools.
• Ability to quickly learn and adopt new office technologies and software platforms.
• Excellent written and verbal communication skills, with the ability to build strong relationships.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Proven ability to maintain confidentiality, professionalism, and attention to detail in a fast-paced environment.

Devon Properties Ltd. is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $60,000.00-$70,000.00 per year

Application question(s):

• Please indicate your status in Canada: Citizen / Permanent Resident / Work Permit Holder
• If you are a Work Permit Holder, please specify the type of permit you hold and its expiry date
• What is your preferred start date?

Experience:

• Office Management and Facilities Coordination: 2 years (required)

Location:

• Victoria, BC V8V 3K2 (required)

Work Location: In person