Job Description

Job Category: Administration

Pay Range $33,000.00 - $77,000.00

Disclaimer: The base salary range represents the low and high end of the Altus Group\xe2\x80\x99s salary range for this position in the primary work location. Actual salaries will vary depending on factors including but not limited to location, experience, and performance. The pay range listed above does not reflect Altus Group\xe2\x80\x99s total compensation for employees. Other rewards may include an annual bonus, flexible work arrangements, and many region-specific benefits.

Opportunity Awaits at Altus Group!

Office Services Assistant

Location: Toronto, ON, CAN

Position Type: Full-Time Regular

In office (8 am-5 pm)

The Opportunity

Altus Group has an immediate opening for an Office Services Assistant in our downtown Toronto office.

Reporting to the Toronto Office Manager, the Office Services Assistant will be responsible for representing the organization by always projecting a positive and professional image and ensuring that our staff and clients receive the highest level of customer service on which we pride ourselves.

Key Responsibilities

You are responsible for providing a broad range of administrative and organizational support including but not limited to:

Office Services

• Facilitating the general upkeep of the office, including placing maintenance requests with building management
• Maintaining security of office and alerting security where required
• Management of employee security card platform and reporting
• Maintain and distribute cleaning schedule for office hoteling and meeting spaces
• Maintain kitchens, supply rooms, and meeting rooms; tasks include replenishing and ordering supplies and snacks, coffee and supplies distribution, dishwasher and cleanup duties, and other assigned tasks to ensure these spaces are kept tidy and presentable.
• Ensuring reception area is kept neat and orderly
• Distribution of welcome message to new hires and office tours
• Overseeing meeting space including boardroom priority for back-to-back meetings to ensure clearance of catering and boardrooms
• Greeting and assisting guests and ensuring visitor sign-in sheet completed
• Promptly informing staff of guest arrival and monitoring wait time
• Assisting meeting participants with boardroom bookings, printing needs, telephone access and IT requirements
• Coordinating, ordering, and setting up/clearing catering for meetings as required
• Calling taxis for guests
• Managing central office phone line - forwarding calls, taking messages and providing information as required
• Managing general voicemail box, info mailbox and central fax distribution
• Assistant Office Fire Warden and First Aider \xe2\x80\x93 training will be provided

Mailroom Support

• Assisting with couriers, mail, scanning, and printing requests
• Manage and track all inbound and outbound shipments and packages, prepare documents and packages for shipments locally, domestically, and internationally
• Sort, scan, and upload mail to a shared drive, distribute mail to specified folders and/or employees based on business unit requirements
• Print, coil bind, and prepare monthly reports for shipment. Perform other related duties when needed.

Administrative Tasks

• Invoice reconciliation for office supplies, coding and submission to accounting
• Maintaining and updating various databases/spreadsheets and reports
• Co-ordinate business card request for North America staff
• Completing monthly expenses reports and credit card reconciliations for members of the corporate team
• Assisting with planning and arranging travel for members of the corporate team
• Performing other duties as assigned.

Job Requirements

The preferred candidate will possess the following skills and attributes:

• Minimum education \xe2\x80\x93 High School Diploma or equivalent
• 1-2 years office admin experience preferred
• Proficient in MS Office Suite including Outlook and Teams
• Customer service orientated \xe2\x80\x93 professional and responsive
• Ability to take initiative and be resourceful
• Motivated team player with a demonstrated passion for exceptional customer service, building partnerships, and sustaining cooperative working relationships with all levels of staff and management.
• Strong communication skills \xe2\x80\x93 listening, understanding and responding
• Superior time management skills, organizational skills, multitasking skills, and the ability to prioritize tasks with minimal supervision
• Commitment to continuous improvement
• Integrity \xe2\x80\x93 ability to safeguard all confidential information
• Ability to represent the organization and team by always projecting a positive and professional image
• Ability to lift up to 50 lbs.

Come realize your potential at Altus Group!

Altus Group is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. We are committed to providing reasonable accommodations, if required, and will work with you to meet your needs. If you are a person with a disability and require assistance during the application process, please contact us at accessibility@altusgroup.com or 416-641-9500.

Altus Group