Job Description

Company Description

Saatchi & Saatchi is an advertising agency with the belief that creativity, data, media and technology should all work together, and we use that to influence human behavior and drive success for clients. S&S is one of the world\'s largest agency networks with 114 offices and more than 6000 employees globally. Here in our Toronto office we work with some of the countries most valued brands including Toyota, Lexus, Quesada and Mondelez just to name a few. We\'re an award winning agency in both creativity and effectiveness, so it\'s really important for us here to convert that innovation and the great ideas into real tangible business results for the organization.



Saatchi & Saatchi Canada is seeking a dynamic and organized individual to fill the role of Receptionist / Office Manager. This key position will play a pivotal role in maintaining the smooth operation of our office and ensuring a positive experience for both staff and visitors. The ideal candidate will have a keen attention to detail, excellent organizational skills, and a proactive mindset to handle various administrative responsibilities.

Responsibilities:

Reception/Office Management: * Turn on all lights, start the coffee maker, and ensure coffee supplies are fully stocked.

• Monitor and restock coffee cups, forks, knives, and kitchenette supplies.
• Check and organize boardrooms, including chair arrangement.
• Maintain printer paper and oversee office supplies, ordering as needed with proper authorization.
• Manage and lend accessories (dongles, clickers, mouse, keyboards, headphones) to employees as required.
• Keep track of visitors using the iPad at the front desk and create Wi-Fi access.
• Greet clients/visitors and facilitate the ordering, setup, and cleanup of lunch/breakfast for meetings.
• Order and restock soft drinks as per facilities\' instructions.
• Handle maintenance requests by emailing Facilities for issues like washrooms, temperature, and others.
• Order snacks for the office and ensure they are available as needed.
• Manage the calendar for management team meetings and support with meeting logistics.
• Open support tickets for boardroom issues or employee support.
• Coordinate all-staff meetings, including sending emails, checking assistance needs, ordering food, and ensuring proper setup.

Assistant: * Assist Senior Executives with expenses, magazine subscriptions, and meeting bookings.

• Manage credit cards cards, including sending forms for employees and addressing travel queries.
• Assist employees with boardroom bookings and support the setup of employee profiles for travel bookings.
• Assist in the creation of purchase orders, setting up or extending vendors, and reviewing FunctionPoint timesheets.

Finance Backup: * Create purchase orders and set up or extend vendors.

• Review FunctionPoint Timesheets and communicate readiness to Project Managers.
• Assist employees with expenses.
• Maintain a gift tracker.

Qualifications

• Proven experience in reception or office management roles.
• Experience working with C-Suite level and executives
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Ability to adapt to a fast-paced environment.
• High level of professionalism and attention to detail.

Additional Information

Saatchi & Saatchi Toronto is an equal opportunity employer with a strong commitment to diversity and inclusion. Drawing on valuable perspectives and insights from our unique workforce allows us to continue sharing our best work with the world. We encourage applications from all qualified individuals and will provide appropriate accommodation for candidates with disabilities or accessibility needs throughout the recruitment process, upon request. Please contact our recruiter for any questions, accommodations or specific requests.

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