As the Receptionist & Office Administrator, you are the first point of contact for guests and callers, setting the tone for a welcoming and organized office environment. In addition to managing front-desk responsibilities, you'll play a key role in supporting the overall operations of the office, with occasional administrative assistance to other departments.
Duties & Responsibilities
Answer and transfer all incoming calls.
Greet guests and notify staff of their arrival. Register the license plates of all visiting guests. Offer beverages to guests and ensure meeting attendees are comfortable.
Collect, sort, and distribute incoming and outgoing mail.
Coordinate courier services, including scheduling pickups and tracking deliveries.
Monitor general office inboxes and forward messages to the appropriate staff.
Manage incoming packages and notify recipients upon arrival.
Maintain kitchen and supplies, ensuring coffee, tea, milk, and bottled water are stocked, load and unload dishwasher daily.
Schedule and confirm boardroom bookings or meeting room availability.
Order lunch for meetings when required.
Keep the boardroom clean, organized, and meeting ready.
Report any building-related issues promptly to property management.
Provide Accounts Payable support:
Scan all payables, upload to the appropriate SharePoint folder, and rename per in appropriate month/folder. File in file room.
Scan and log mileage records accurately.
Send payment remittances to vendors.
Help answer any questions from vendors.
Aid in reorganizing SharePoint folders
Assist with travel bookings or accommodation arrangements when requested.
Manage and order office supplies monthly.
Support onboarding by preparing desk supplies and welcome packages for new employees.
Legal Support (tentative): provide law firm with Closing Documents on lot closings with help from Sales & Finance, manage correspondence on minute book updates, file legal documents in Legal folder.
Property tax notices: updated "Owned Land" sheet, organize builder & Landrex tax notices.
Success Factors
Someone in this role will be successful if they:
Are confident and comfortable with computers, including Microsoft Office, SharePoint, and other office software.
Have strong organizational skills and can manage multiple priorities with attention to detail.
Communicate clearly and professionally, both in person and in writing.
Show initiative and can solve small problems independently before they escalate.
Provide a welcoming and professional presence for staff, guests, and business partners.
Enjoy supporting others and take pride in maintaining an efficient, well-run office environment.
Job Type: Full-time
Benefits:
Dental care
Extended health care
Life insurance
On-site parking
Paid time off
RRSP match
Experience:
Office management: 3 years (preferred)
Administrative: 3 years (preferred)
Work Location: In person
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