Job Description

Job Summary

We are seeking a friendly and organized Office Coordinator/Receptionist to join our team. The ideal candidate will be the first point of contact for our clients and visitors, providing exceptional customer service while managing various administrative tasks. This role is essential in ensuring smooth operations at the front desk and supporting the overall efficiency of our office. The ideal candidate will have exceptionally clear communication skills, both verbal and written, and will have experience in managing phones in a medium to large sized company.

Duties

• Greet clients and visitors warmly, providing a positive first impression of the organization.
• Answer and direct phone calls using multi-line phone systems, ensuring all inquiries are handled promptly and professionally. (Avaya phone system)
• Distributing incoming mail and office courier packages.
• Coordination of outgoing postal mail and courier pick-ups for the office.
• Purchasing and maintaining stock of office supplies.
• Replenishing and maintaining coffee machines and accompanying supplies.
• Overseeing the cleanliness of communal areas such as reception and kitchen areas, ensuring they remain tidy and usable throughout the day.
• Maintaining the MSDS binder, uploading safety data sheets to the drive, and ensuring all safety data sheets are present and current.
• Assisting various departments with administrative tasks and preparing outgoing mail as needed.
• Preparing meeting rooms, boardrooms and training rooms when needed.
• Ordering and preparing for monthly Cake Days and catered events.
• Working with the Director of People & Culture on the organization and execution of large annual company events.
• Working with vendors to order business cards and company stationery as needed.
• Additional administrative and office duties as needed.

Requirements

• Previous reception experience, including handling a fast-paced switchboard (Avaya system).
• Strong and clear communication skills, both verbal and written .
• Ability to create a courteous and welcoming environment, as the first point of contact at reception.
• Ability to collaborate effectively with multiple departments to aid in the efficient management of daily communication and utilization of shared workspaces, i.e. kitchen areas.
• Ability to maintain professionalism under pressure while providing outstanding service.
• Robust computer skills, utilizing Microsoft Suite.
• A proactive attitude with a willingness to learn and adapt in a dynamic work environment.
• Previous experience in planning special events and travel arrangements preferred.
• High school diploma required.
• Must be available to work an 8.5 hour shift, fully in-office, Monday-Friday.

Shift: 8:30 am - 5:00 pm, Monday-Friday.

This role includes competitive compensation, two weeks’ vacation and eligible benefits (medical, dental, vision) and RSP options after completing your probationary period of (3) months of active employment.

We are proud to be an equal opportunity employer. We welcome applications from all members of society irrespective of age, gender, disability, sexual orientation, race, religion, disability status, or any other applicable characteristics protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. Information received relating to accommodation will be addressed confidentially.

Join us as we strive to create a welcoming atmosphere for our clients while ensuring efficient office operations!

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