Job Description

Overview

We are seeking a highly organized and professional Office Administrator / Receptionist to join our team. This role is vital to ensuring smooth daily operations, providing exceptional front desk support, and managing administrative functions across various departments. The ideal candidate will possess strong communication and organizational skills, with experience in office management, clerical tasks, and vendor coordination. This position offers an opportunity to contribute to a dynamic work environment where attention to detail and proactive problem-solving are valued.

Responsibilities

Reception & Office Administration

Answer incoming office calls and direct inquiries appropriately Greet guests and prepare the boardroom for meetings Manage incoming and outgoing mail Arrange courier services as needed Carry out general administrative activities of the office Maintain office equipment and supply inventory Maintain office equipment functionality and report issues Perform other administrative tasks as assigned Keep an organized and clean reception area
Accounting & Financial Support

Process, sort, and distribute incoming invoices, statements, and financial correspondence. Assist with vendor documentation, including updating contact information and maintaining organized digital files. Assist with reconciliations by gathering supporting documents or verifying information where required. Assist with distribution of cheque runs, credit card payments or electronic payment confirmations. Support preparation of accounting reports or schedules by assembling data, formatting documents, or organizing backup materials. Contact vendors to set up accounts and obtain contractor pricing Follow and maintain established procedures for processing payments Sort, post, and file financial and administrative documents accurately Maintain an orderly filing and records management system Perform clerical duties such as maintaining filing and record systems

Qualifications

Proven experience in office administration or clerical roles within an office or medical office environment. Strong communication skills with the ability to interact effectively with staff, vendors, and clients. Excellent organizational skills with attention to detail and the ability to multitask efficiently. Proficiency in QuickBooks, calendar management tools, Microsoft Office Suite (Word, Excel). Experience in event planning and vendor management is desirable. Ability to handle confidential information discreetly while maintaining professionalism at all times. Prior experience in similar environments is advantageous but not required. This position plays a crucial role in maintaining the efficiency of our operations while fostering a welcoming environment for visitors and staff alike. We value candidates who demonstrate initiative, excellent communication skills, organizational prowess, and a proactive approach to problem-solving within a professional setting.
Job Types: Full-time, Permanent

Pay: $21.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

Dental care Extended health care On-site parking Paid time off RRSP match
Work Location: In person