Job Description

Position: Administrative Assistant

Location: Onsite EGATE Networks, 85 Curlew Drive, Toronto, M3A 2P8

Reports To: Manager, Projects and Procurement

About Us

Our reputation at EGATE rests on our unwavering commitment to cultivating profound client relationships and delivering first-rate customer service.

EGATE Networks is a leading provider of managed network services, VoIP solutions, and digital signage. Whether we're augmenting a client's existing IT team or managing their outsourced IT environment, we're laser-focused on exceptional customer experiences. Our team is small, but our projects have a big impact.

Role Overview

We are looking for a versatile Administrative Assistant to join our dynamic team. This position is well-suited for a self-starter who thrives in a fast-paced environment, embraces variety, and demonstrates initiative, resourcefulness, and adaptability to keep operations running smoothly. The successful candidate will provide support across all areas of the business, including Projects, Finance, Sales, and Customer Care.

Key Responsibilities

Front Desk & Client Relations -

Greet and assist clients, vendors, and visitors, providing a professional and welcoming first point of contact.

Office Communication Management -

Manage incoming calls, emails, and other communications; route inquiries to appropriate team members.

Executive Support -

Provide administrative support to the leadership team, including scheduling, meeting co-ordination, and document preparation.

Project Support -

Assist the Projects Team with co-ordination tasks such as site checks, procurement, documentation, and logistics.

Customer Care Assistance -

Support the Customer Care function by tracking client inquiries, updating client records, and resolution tracking.

Sales & Account Management Support -

Prepare order templates, maintain documentation, and assist with contract management and review.

Finance Team Support -

Help manage accounts payable and receivable documentation, assist with vendor reconciliations, and conduct client/vendor communications as needed.

Compliance Support -

Assist with gathering data and documentation from internal and external sources to support compliance reporting.

General Administration

Maintain organized filing systems (electronic and paper). Coordinate shipping and dispatch requirements. Maintain office supplies inventory. Contribute to company-wide initiatives, special projects and process improvements. Ensure confidentiality and professionalism in handling sensitive information.

General Office Upkeep to Support a Professional Workspace

Starting and unloading dishwasher. Restocking beverages and kitchen supplies. Support upkeep of common areas such as meeting rooms, storage spaces, and the kitchen.

Qualifications

2+ years of administrative, receptionist, or office coordination experience (IT or professional services preferred). Strong organizational and multitasking skills, with attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort learning new systems. Excellent verbal and written communication skills. Ability to prioritize, work independently, and anticipate team needs. Professional, positive, and approachable.

Soft Skills We Value

Self-starter

- takes initiative without waiting to be asked.

Adaptable

- comfortable shifting between tasks and departments.

Collaborative

- works well with colleagues across the organization.

Problem-solver

- resourceful and solution-focused.

Proactive communicator

- ensures clarity and follow-through.

Why EGATE

Generous Paid Time Off: Our employees enjoy paid vacation and sick days, allowing them to rest and recharge. Health Benefits: Health Spending Account Friendly Office Environment: Our office is well-stocked with complimentary beverages including pop, water, coffee, and tea, making for a comfortable and inviting workspace. Accessibility: The office is easily accessible by transit, as well as free parking is provided on-site. Social Engagement: We believe in celebrating together, be it birthdays or milestones. Regular company social events, team outings, and celebrations foster a sense of community and camaraderie within our team. WFH Flexibility?We allow work from home flexibility for illness, appointments & family commitments. However, this is not a hybrid role and typically works from our office.
Our hiring process includes two to three interviews, an assessment, and background/reference checks.

While we value every candidate's interest, only selected candidates will be contacted.

EGATE

is an inclusive work environment and as such has a workplace accommodation policy in place; if you require any accommodation, please advise in your application so we may coordinate.

Job Types: Full-time, Permanent

Benefits:

Extended health care
Ability to commute/relocate:

North York, ON M3A 2P8: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

This position requires to be onsite Mon to Fri during core business hours. Would you be able to meet this requirement and be onsite daily? Would you have minimum of 2 years of administrative, receptionist, or office coordination experience? Would you have IT or professional services industry experience?
Work Location: In person