Front Desk Operations: Greet clients and visitors with a warm and professional demeanor, answer and direct incoming phone calls, and promptly respond to general inquiries via email.
Scheduling & Coordination: Manage calendars, book appointments and internal/external meetings, and send timely reminders to participants.
Record Keeping: Maintain highly organized paper and electronic filing systems, ensuring all records are kept accurate, up-to-date, and strictly confidential.
Mail Management: Sort and distribute incoming mail and courier packages, as well as prepare and arrange outgoing mail and courier deliveries.
Office Management: Manage office supplies and inventory, including kitchen snacks, coffee, and refreshments. Track stock levels, place orders, and ensure the supply room and kitchen remain well-stocked and tidy. Coordinate effectively with external vendors and building maintenance as needed.
Administrative Support: Support basic bookkeeping tasks, including data entry and maintaining accurate office expense records.
Ad-hoc Projects: Assist with special projects, event coordination, and other administrative duties as required to support the team.
Requirements
Experience & Education: Proven experience as a Receptionist, Front Desk Representative, Office Administrator, or in a similar role. High school diploma required; a degree, diploma, or certification in Office Administration, Business, or a related field is a strong asset.
Technical & Office Skills: High proficiency in Google Workspace (including Gmail, Google Calendar, Google Drive, Docs, and Sheets). Hands-on experience with standard office equipment (e.g., printers, scanners). Basic understanding of data entry, and expense tracking.
Organization & Time Management: Strong organizational and time-management abilities, with a proven track record of multitasking in a fast-paced environment. Exceptional attention to detail.
Communication & Interpersonal Skills: Excellent written and verbal communication skills in English. A proactive, welcoming, and professional attitude with a strong customer service orientation.
Problem Solving & Discretion: Resourceful and proactive when issues arise. High level of integrity and discretion when handling sensitive or confidential information.
Physical Requirements: Ability to occasionally lift and move light to medium-weight boxes (e.g., office supplies, courier packages, kitchen restocks).
What we offer
Hourly Rate: $20.00 CAD / hour.
Benefits: Eligible for our company benefits package following the successful completion of the probationary period.
Work Model: Full-time and 100% Onsite role requiring your presence in our downtown Toronto office 5 days a week.
