Receptionist and Administrative Assistant

Receptionist Duties:

• Greet and welcome visitors, clients, and employees in a friendly and professional manner.
  
• Manage visitor security logs and ensure all visitors follow office security protocols.
  
• Handle incoming and outgoing mail and packages, distributing them to the correct personnel.
  
• Maintain the front office area, kitchen and boardrooms ensuring it is neat, organized, and always welcoming.
  
• Answer and direct incoming telephone calls and respond to general inquiries.
  
• Monitor and maintain the reception area, kitchen, boardrooms, and other shared office spaces to ensure they are clean, organized, and appropriately stocked.
  

Administrative Support:

• Perform general office administrative duties to assist Office Coordinator and other members of the office team.
  
• Assist with scheduling meetings and appointments, coordinating conference room bookings.
  
• Prepare and maintain office supplies inventory; order supplies when necessary.
  
• Prepare and send correspondence, memos, and reports as required.
  
• Support with employee onboarding and documentation as needed.
  
• Manage office equipment, ensuring all systems are operational and coordinating maintenance when required.
  
• Assist with data entry, filing, document organization, and maintaining accurate office records.
  
• Assist with printing, scanning, photocopying, document preparation, and other day-to-day administrative tasks.
  
• Assist with updating SharePoint access, files, and information.
  
• Assist with distribution of internal communications, office announcements, and information.
  

Additional Duties:

• Perform other duties as assigned by the Office coordinator.
  
• Ensure the confidentiality and security of office documents and files.
  
• Assist with organizing office events, meetings, and team-building activities.
  

• College diploma or equivalent; additional certification in office administration is a plus.
  
• Minimum 2 yrs experience in similar role.
  
• Proven experience as an office assistant or receptionist, ideally in a similar office setting.
  
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); MS Teams.
  
• Excellent verbal and written communication skills.
  
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
  
• Professional and friendly demeanor with a commitment to customer service.
  
• Ability to maintain confidentiality and handle sensitive information with discretion.
  
• Strong attention to detail and problem-solving abilities.
  
• Ability to work both independently and as part of a team.
  

• 4 weeks of annual vacation;
  
• Flexible group insurance program upon entry (health and dental components paid by the employer);
  
• Group RRSP with employer contribution to a Deferred Profit Sharing Plan (DPSP);
  
• 24 hour access to a virtual doctor (telemedicine);
  
• Training and development programs;
  
• Employee assistance program;
  
• Active social club and health and wellness committee;
  
• Diverse, innovative and stimulating environment;
  
• A company built on values of respect, integrity and a job well done;
  
• Firm recognized as one of Canada’s Best Managed Companies.