Front of House (Receptionist) - ILM Vancouver

Role overview

This is a fully onsite front-of-house role based in Coal Harbour, Vancouver. The position sits within the Operations team and plays a key part in shaping a welcoming, organized, and secure studio environment. You will be the first point of contact for visitors, candidates, employees, vendors, and deliveries, while also supporting a wide range of administrative, security, and studio coordination tasks.

The work schedule runs Monday through Friday from 8:30 am to 5:30 pm, including a one-hour meal break. Depending on business needs, occasional paid evening or weekend overtime may be required, with advance notice provided.

This opportunity is open only to residents of British Columbia who already have the legal right to work in Canada.

Key duties

• Serve as the initial contact at reception, welcoming and directing visitors, candidates, and couriers while responding to general enquiries.
• Help uphold site security by handling badges, confirming proper check-in procedures, and maintaining reception protocols for employees and guests.
• Coordinate studio tour requests and make sure all related security requirements are followed.
• Act as a first contact for basic first aid support, record incidents, escalate them to HR, and participate in the OHS Committee.
• Keep the first aid room stocked, monitor supply levels, and place orders when needed.
• Refresh in-house display content using internal software tools.
• Maintain a clean, orderly, and safe reception space while supporting hygiene standards.
• Oversee parking registration, tracking, and coordination with the landlord.
• Handle parking requests and help allocate spaces to the appropriate stakeholders.
• Answer the reception phone for studio access and deliveries, and assist with shipping and receiving tasks as needed.
• Administer desk booking tools, support users with reservations, troubleshoot issues, and prepare usage reports based on current and forecasted demand.
• Manage calendar bookings for studio amenity areas.
• Act as the main contact for external reservations through The Stack management.
• Support the coordination and delivery of studio screenings.
• Oversee distribution of deliveries, courier items, crew gear, swag, and IT pickups.
• Maintain the company cell phone tracker and inventory records.
• Support internal and external guest visits.
• Assist with studio events under management direction, including budgeting, planning, social committee support, and live event delivery.
• Contribute to studio initiatives and special projects as assigned.

Experience and qualifications

A background in customer service is required, with at least 3 years of experience preferred in that area. Prior work in reception, executive support, or administration is also expected. Experience planning and executing events is important, and a current First Aid Level 2 certificate is ideal, though training can be provided for the right candidate.

The right person should bring a confident and proactive approach, be comfortable working in a fast-paced team setting, and enjoy solving problems quickly and thoughtfully. Strong communication, stakeholder management, and client-facing skills are essential, along with the ability to stay organized, take ownership, and keep others updated.

Interest in the film, visual effects, or graphic arts sectors is preferred. You should also be comfortable using Windows, Microsoft Office, Google Workspace, and Canva.

Schedule and conditions

Standard hours are Monday to Friday, 8:30 am to 5:30 pm, with a one-hour meal break. Some paid overtime during evenings and weekends may be needed occasionally, but notice will be provided in advance. The role is based entirely onsite at the Coal Harbour office.

Compensation

The salary range for this position in Vancouver is C$37,960 to C$50,200 annually, based on a 40-hour work week. Scheduled hours may change depending on business requirements. Final compensation may reflect internal equity, location, job-related expertise, skills, and experience. A full package of medical, financial, and other variable pay or benefits may also be available depending on the level and role offered.

Additional information

This role emphasizes a positive attitude, efficiency, customer service, and the ability to manage many priorities in a dynamic environment. Prior experience in the industry is not mandatory; what matters most is a strong service mindset, adaptability, and the ability to work well with others while handling a broad mix of front desk, operations, and event-related responsibilities.