Receptionist, Administrative​/Clerical

Receptionist

Not For Profit

Permanent - In Office – Toronto

8:00am – 4:30pm

Overtime Flexibility required (early, late, weekends)

Corporate Attire required

$60,000 - $70,000

If you are an experienced Receptionist looking to increase your impact, read on!

THE OPPORTUNITY

Reporting to the Facilities Manager, the Receptionist will be responsible for ensuring the safe & smooth running of the office.

Receptionist Duties

• Greet and welcome clients, visitors, and staff in a professional and courteous manner
• Answer, screen, and direct incoming phone calls and emails
• Manage the reception area to ensure it is tidy, organized, and presentable at all times
• Handle incoming and outgoing mail, courier packages, and deliveries
• Maintain visitor logs and issue visitor passes where required

• Provide general administrative support to leadership and team members
• Prepare meeting materials, agendas, and minutes as required
• Assist with document preparation, formatting, filing, and data entry

• Support/supervise the work of contractors during working hours and out-of-hours/ weekends when applicable.
• Responsible for the day-to-day operations of the office, ensuring the availability of consumables, the effective operation of office equipment such as coffee machines, proper arrangement of furniture, and the maintenance of high 5S standards to ensure a safe, organized, and efficient workplace.
• Manage the foundation Canada Office Inquires Outlook mailbox.
• Assisted in organizing and coordinating meetings, including booking meeting rooms, setting up water and coffee, arranging catering, and preparing required materials.
• Coordinate logistics for foundation board meetings, including scheduling, vendor coordination, room setup/turndown, ensuring seamless execution of board meetings.
• Oversee daily country office employee headcount for monthly reporting.
• Responsible for tracking, maintaining records of, and ordering office supplies to support a conducive and efficient working environment for Foundation staff.
• With the support of the Facilities Manager, handle all emergency calls related to premises and coordinate resolution accordingly.
• Prioritize tasks and manage time effectively to ensure daily responsibilities are completed in a timely manner.
• Collaborate with colleagues and other office staff members to support overall operations and achieve shared goals.
• Act as the primary point of contact for building management and service providers
• Monitor office health and safety requirements and report issues as needed
• Coordinate workspace setup, moves, and ergonomic requests
• Any other tasks may be required at times.

  WHO YOU ARE

  • Diploma in Business related field
  • 3+ years of experience in an Office Administrative role in a fast-paced environment
  • Facilities Management experience is an added advantage
  • Strong customer service and interpersonal skills
  • Excellent organizational and time-management abilities
  • Ability to multitask and prioritize in a fast-paced environment
• Strong communication skills in English, written and spoken, and the ability to communicate in the local language specific to your country
• Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint)
• Financial management knowledge and SAP Concur is a plus
• Flexible, adaptable, and able to execute a range of job duties and changing priorities
• Possess professional maturity, sensitivity to different cultures, and impeccable integrity that exemplify the Foundation’s values

• High level of discretion and attention to detail

Interested?
Apply below

Only applicants with the legal right to work in Canada can be considered for this opportunity.