Receptionist & Office Administrator

Job Summary

Position:
Receptionist & Office Administrator. The role serves as the first point of contact, manages front‑desk operations, and supports day‑to‑day office administration, shipping, purchasing, and various administrative tasks.

Reception

• Answer and direct incoming telephone calls promptly and professionally.
• Welcome visitors, clients, and vendors with a courteous and professional attitude.
• Monitor visitor sign‑in procedures, issue visitor badges, and enforce visitor and safety policies.
• Receive, sort, and distribute incoming mail, courier deliveries, packages, and samples.
• Update company phone directories, extension lists, and mail slots as needed.
• Coordinate updates to lobby welcome screens.
• Maintain a clean, organized, and welcoming reception area and guest washroom.
• Stock kitchen refreshments and beverage supplies.

Meeting & Visitor Services

• Schedule and confirm meeting room bookings in Outlook, resolving scheduling conflicts.
• Prepare room setups, including catering and lunch orders, and stock boardroom kit.
• Post daily meeting schedules and Wi‑Fi information.
• Coordinate dietary restrictions and maintain vendor relationships.

Office Administration

• Maintain cleanliness and organization of reception, boardrooms, lunchrooms, wellness rooms, kitchenettes, and washrooms.
• Report maintenance and repair needs to management; coordinate repairs and vendor services.
• Maintain inventory of office supplies, stationery, beverages, snacks, hygiene products, and first‑aid items.
• Replenish coffee, tea, candy, and snack dispensers daily.
• Support seasonal office decorations and employee engagement activities.

Shipping & Courier Coordination

• Prepare outgoing shipments, select cost‑effective courier services, and create shipping labels and customs documentation.
• Maintain shipping records and reconcile invoices with Accounts Payable.

Purchasing

• Create and process purchase orders; coordinate delivery and receipt of goods.
• Manage inventory levels and coordinate with vendors for timely delivery.

Reporting & General Administrative Support

• Generate shipping, catering, wellness, coffee, and grocery reports.
• Assist with general administrative duties, special projects, and company events.
• Maintain confidentiality of company and employee information.

Education & Experience

• High school diploma required; post‑secondary education in Business Administration, Office Administration, or related field is an asset.
• 1–3 years of experience in a receptionist, office administration, or customer service role.
• Experience in a professional office environment, including purchasing, shipping, inventory management, and office coordination.

Required Skills

• Excellent customer service, interpersonal, verbal, and written communication skills.
• Professional, courteous, and approachable demeanor.
• Strong organizational and time‑management abilities with multitasking capability.
• Attention to detail, problem‑solving skills, and ability to work independently and collaboratively.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel).
• Experience with purchasing or ERP systems (e.g., Visual or Microsoft Dynamics 365) is an asset.
• Vendor coordination and inventory management skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Positive attitude, diplomacy, patience, and strong service orientation.

Working Conditions

• Primarily office‑based with frequent interaction with employees, visitors, vendors, and customers.
• Regular use of computers, office equipment, and multi‑line telephone systems.
• Frequent walking throughout the office to support meetings, deliveries, stocking, and maintenance.
• Regular lifting of up to ~25 lbs. of supplies and shipments.
• Standard business hours with occasional flexibility for meetings and company events.

EEO Statement

This is a current vacancy. Accommodations are available upon request for individuals with disabilities throughout the recruitment and selection process.

Salary
: $48,000 – $53,000