Receptionist - Contract

Company Description

Make an impact at a global and dynamic investment organization

When you join CPP Investments, you are joining one of the world’s most admired and respected institutional investors. With more than $600 billion in assets under management, CPP Investments is a professional investment management organization that globally invests the funds of the Canada Pension Plan (CPP) to help ensure it is financially sustainable for generations of working and retired Canadians.

CPP Investments invests across regions and asset classes to build a globally diversified portfolio. It holds assets in public equity, private equity, real estate, infrastructure, and fixed income, and the CPP Fund is projected to reach $3 trillion in assets by 2050. The organization is headquartered in Toronto with offices in Hong Kong, London, Mumbai, New York City, San Francisco, São Paulo, and Sydney.

CPP Investments successfully attracts, selects, and retains talented individuals from top-tier institutions worldwide. Join our team for access to:

• Stimulating work in a fast-paced and intellectually challenging environment
• Accelerated exposure and responsibility
• Global career development opportunities
• Diverse and inspiring colleagues and approachable leaders
• A hybrid-flexible work environment with an emphasis on in-person collaboration
• A culture rooted in principles of integrity, partnership, and high performance
• An organization with an important social purpose that positively impacts lives

If you have a passion for performance, value a collegial and collaborative culture, and approach work with the highest integrity, invest your career here. 

Job Description

Reporting to the Director, Workplace Experience the Receptionist is a customer service oriented professional responsible for greeting visitors, answering a multi-line telephone and meeting room management. Additionally, the receptionist is responsible for compiling and managing data on new hires and current temporary employees. Participating and engaging in broader Workplace Experience and Corporate Services initiatives and meetings is also required.

The receptionist will also provide other administrative and operational assistance to the entire Corporate Services department. The receptionist works collaboratively with the second receptionist, and share the responsibility of seamlessly running the reception desk and lobby area.

The Receptionist offers elevated support through interdepartmental initiatives, formulates and standardizes Reception processes and policies as they evolve. 

In this position, the Receptionists will reinforce CPPIB’s position as a global investor and will strongly reflect our Guiding Principles of Integrity, Partnership, and High Performance.

RECEPTION SUPPORT

• Presents a welcoming and professional image in all interactions with external and internal guests
• Warmly greets and registers all visitors, vendors, and new hires to the CPPIB’s Toronto office; notifies the host to ensure a seamless service delivery designed and to improve the productivity and effectiveness of our guests and meetings.
• Presents a warm, welcoming and professional and composed image in all interactions with guests and CPPIB employees.
• Provides all new employees to CPPIB with first day information, coordinates with other departments as needed, and sometimes
• Possesses a high degree of skill and competence including effective problem solving to assist CPPIB employees in all matters related to guests and meetings. Creates a welcoming and professional atmosphere for all visitors to CPPIB and accommodates guest requests efficiently and promptly.
• Ensures all actions are discreet in nature such that the visitor feels confident that their presence and meeting content has been managed with the appropriate focus on confidentiality.
• Answers all incoming phone calls in a welcoming and professional way and redirects as necessary. Ensures that all phone inquiries are handled efficiently, politely, and with confidentiality.
• Provides timely engagement with clients/colleagues as needed; ensures requests are fulfilled in order of urgency and importance.
• Provides support and coordinates service and information flow within established procedures and a moderate degree of supervision
• Receptionists are aware of all key CPPIB employees and their assistants by creating a database that is shared with anyone who sits at the reception desk.
• Receptionists manage and maintain an up to date list of departmental representatives for quick call transferring, made available to anyone who sits at the Reception Desk.
• Determines any cause for security risk or concern and is trained to de-escalate and follow security protocols to ensure safety of office. This includes bomb threat procedures, elevator entrapment, suspicious packages, and calls, etc.

ADMINISTRATION SUPPORT

• Reviews and updates documents for Workplace Experience and Corporate Services as requested.
• Works at Business Recovery offsite location as requested to model daily running of office as part of Business Continuity Planning. Prepared to work from location in event of actual emergency or disruption to business operations.
• Is cross-trained on various Workplace Experience tasks in order to support team and back fill when necessary.
• Liaises with team members on the changing needs for existing software. Identifies essential software requirements and collaborates with Tech & Data when evaluating/re-evaluating software needs and/or upgrades.
• Supports Corporate Services leadership team when needed with projects where Reception input is required
• Assists with arrangements and planning for training of the team when needed
• Provide back up to Workplace Experience for invoicing processing, submitting to accounting for payment directly, or through payment and procurement systems (Oracle)
• Assist with creating monthly coverage for reception as needed
• Assists with miscellaneous administrative tasks for Workplace Experience and Corporate Services departments. Tasks may be assigned for regular, ongoing accomplishment or they may be assigned as “one-offs” based on need and/or available resources.
• Liaises with Security Intake regarding access card services, locked door, etc.
• Completes metrics required to capture data as required by the Workplace Experience leadership team.
• Assists with front of desk requests from guests to CPPIB and employees.
• Ensures that Reception area is continuously stocked with all CPPIB related materials including; Annual Reports, Information Booklets, Pitch Books, etc.
• Engages in a variety of requests to support employees and visitors to CPPIB including; facilities and building requests, transportation requests, courier/mail requests, coordinating last minute room bookings, coordinating tech support requests, coordinating meeting room service requests.
• Presents warm, welcoming, professional personal presentation and conduct in all interactions with CPPIB employees and visitors and is motivated to contribute to an incredible workplace experience.
• Must be customer focused with a desire to exceed customer expectations and utilize strong interpersonal skills when interacting with all levels of staff and external visitors.
• Requires excellent communication skills, both written and verbal in English (French and additional languages an asset).
• Uses Microsoft Office Suite often and with high levels of competence, demonstrates ability to learn new software and use proficiently.
• Performs well under pressure, with time sensitive deadlines and requests, in confidential matters, and under a fast changing environment.
• Possesses strong time management skills and is able to handle multiple tasks at once.
• Requires flexibility in work hours, willingness to work overtime, and available to assist in activities outside the scope of role.
• Uses sound judgment, tact, and diplomacy to solve front of desk issues as they arise. This can include issues related to; meeting rooms, visitors, mail/packages, security, catering, emergency alerts, staff requests, facilities issues, etc.
• Uses techniques to mitigate bias in order to come to the most positive and brand reflecting solutions within the team, with internal staff and external guests.
• Possessing critical thinking and a proactive attitude are a must.
• Able to maintain composure and calm in difficult situations that may or may not require Security involvement
• Strong attention to detail and accuracy with ability to perform tasks correctly on a consistent basis.
• Must be able to maintain high level of confidentiality with respect to business matters.
• Must fit into a variety of roles to meet the requirements of the organization.
• Must swiftly provide accuracy and agility to quickly recover and learn from mistakes
• Must manage needs of multiple stakeholders

Qualifications

• Minimum high school diploma, (College Diploma or Bachelor’s degree preferred) with 2 years’ experience as a receptionist working in a corporate work environment.
• Prior experience in investment firms, banks, law firms, medical institutions or other financial services related industry also an asset.
• Reception/front of house, hospitality and client services background useful

Additional Information

Visit our LinkedIn Career Page or Follow us on LinkedIn. #LI-AM1 #LI-Onsite 

At CPP Investments, we are committed to diversity and equitable access to employment opportunities based on ability.

We thank all applicants for their interest but will only contact candidates selected to advance in the hiring process.

Our Commitment to Inclusion and Diversity:

In addition to being dedicated to building a workforce that reflects diverse talent, we are committed to fostering an inclusive and accessible experience. If you require an accommodation for any part of the recruitment process (including alternate formats of materials, accessible meeting rooms, etc.), please let us know and we will work with you to meet your needs.

Disclaimer:

CPP Investments does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other web-site job postings. Any resume or other information received from a supplier not approved by CPP Investments to provide resumes to this posting or web-site will be considered unsolicited and will not be considered. CPP Investments will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.