Job Description

Overview

Why work for us?

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work \xe2\x80\x93 our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

Responsibilities

Essential Duties & Responsibilities:

Our Administrative Assistant/Receptionist is responsible for delivering exceptional client experience every day at Avison Young\xe2\x80\x99s new Toronto Headquarters through enhanced engagement, proactive communication, and high touch service within the workplace. Our Administrative Assistant/Receptionist is required to provide superior service delivery while enhancing their individual personal and professional skills. The role is client facing and the Assistant must be able to exhibit exceptional customer service and communication skills.

Key Responsibilities:

• Serve as the initial point of contact for all client and employee inquiries, issues, troubleshooting and feedback related to the services within the workplace, with the primary goal of positively impacting the care and comfort of Clients, employees and guests
• Operate front-of-house and boardroom A/V technology \xe2\x80\x93 set up lighting, audio, wifi, troubleshooting, maintain inventory of cables, peripherals, spare laptops etc.
• Establish meaningful, lasting relationships with clients, employees and guests and be responsible for all hospitality in the workplace
• Be visibly engaged and well known in the workplace, actively welcoming employees and guests in the reception, while also walking floors to ensure workspaces (offices, desks, conference rooms, print room, etc.) are tidy and maintained
• Tidy the office and kitchens/lunchrooms including emptying the dishwashers, stocking dishes, cutlery and drinking supplies and ensuring coffee machines are topped up
• Provide outstanding human experiences in all key contact areas (reception, Audio/Visual, food services, mail / print services, conference services, etc.) and ensure consistent delivery through standard processes, professional brand image etc.
• Manage online booking of offices and boardrooms through Avison Young\xe2\x80\x99s technology platform and resolve any conflicts
• Assist clients and staff with laptop/tablet connectivity for boardroom presentations and address printer issues
• Set up soft phones for all staff and troubleshooting with Telus/Rogers; manage electronic security access system
• Configure movable walls/partitions and furniture for flexible boardrooms as needed
• Facility management, office repairs and maintenance; build relationships with landlord service team
• Prepare, modify, and format documents, forms, brochures, social media and general word processing
• Process incoming/outgoing mail
• Order office supplies and maintain inventory
• Event planning and booking reservations, catering, etc.
• General office duties as assigned
• Relieve pressure from other administrators in high-demand times
• Assist the MD and Operations VP with booking interviews, calendar appointments, taking minutes and follow up/reminders and any other projects from time to time

Qualifications

Qualifications/Required Skills

• College or University Degree
• 3+ years\xe2\x80\x99 experience in hospitality or administrative, client support roles
• Knowledge of and aptitude for technology, social media and software programs
• Strong verbal and written communication skills
• Excellent interpersonal and customer service skills
• Outgoing personality and ability to resolve conflicts in a pleasant, amicable and fair manner
• Ability to multitask and compromise to address urgent priorities
• Work efficiently independently or as part of a team
• Excellent knowledge of Microsoft office suite (Word, Excel, PowerPoint etc.)
• Knowledge of Adobe Creative Suite (InDesign, Photoshop, Illustrator) a strong asset

Our Equal Opportunity Commitment

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!

Avison Young