Front Desk Coordinator

As a Fengate ambassador, the Front Desk Coordinator will play a pivotal role in the daily operations of our office. The successful candidate will manage the front desk, serving as the first point of contact for all guests and employees, and will represent our firm in the Toronto office. The ideal candidate will demonstrate professionalism, punctuality, strong organizational skills, keen attention to detail, and the ability to multitask in a fast-paced environment. They will possess a best in-class customer service attitude and exhibit a high sense of ownership in their work.

Reporting to the Director, Internal Operations, the Front Desk Coordinator will require a strong working relationship with all business units to provide in-office support where required.

KEY RESPONSIBILITIES

Front Desk and Office Administration

• Greeting external guests and colleagues with a positive and helpful attitude, maintaining a presentable office environment
• Manage incoming calls and directing them to the appropriate staff members
• Manage logistics for internal and external meetings – scheduling, setting up boardrooms before and after meetings, boardroom calendar management, and managing catering requests
• Manage administrative functions, such as handling incoming and outgoing correspondence, maintaining Standard Operating Procedures (SOP), vendors database, and office inventory (onsite and offsite)
• Manage and maintain office facilities, including ordering supplies, lunchroom inventory, coordinating maintenance, and ensuring a clean and organized workspace
• Work with building Property Management and third-party vendors to address office repairs and maintenance
• Contribute to office efficiency and process improvements
• Ensure invoices are processed on time and track expenses according to budget
• Support HR and IT with onboarding new employees
• Assist with the coordination and execution on in-office events
• Collaborate with all business units to provide in-office support
• Performing ad-hoc administrative duties as needed

KEY QUALIFICATIONS

• College graduate or equivalent
• 1-3 years of experience in office/front desk administration
• Detail-oriented and able to multitasks effectively in a dynamic fast-paced environment
• Proficiency in Microsoft Office Suite, (Word, PowerPoint, Outlook and Excel
• Excellent interpersonal and communication skills
• Ability to handle confidential information with discretion
• Aptitude for learning new software and systems
• High degree of attention to detail
• Strong problem-solving, sound decision making and good judgement

CORE COMPETENCIES

• Being Authentic –Inspiring trust and being courageous.
• Focusing on Performance –Being accountable and driving results.
• Understanding Stakeholders – Knowing the needs of those who rely on you.
• Building Effective Relationships – Collaboration and communication.

LOCATION

This position will be based out of the Toronto office and requires the individual to be in the office five (5) days a week. Office hours are Mon-Thurs 8:30 am to 5 pm, Fri 8:30 am to 4:00 pm.

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in. 

We are committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.