Our client is a growing investment company located in the downtown financial district, currently seeking a receptionist to support the day to day operations within the company. A polished, professional demeanour is required for this position, with a minimum of 12 months working experience.  The ideal candidate will posses an undergraduate degree or college diploma, and will be able to demonstrate a positive outgoing attitude with genuine customer service orientation.  Dedication, hard work and demostrating a willingness to learn will offer promotion within the organization.

DUTIES AND RESPONSIBILITIES

Reception

• Manage phone calls by redirecting calls and receiving and relaying messages efficiently and accurately using VOIP
• Manage mail, couriers, deliveries (incoming and outgoing)
• Greet visitors cordially and professionally, and direct them to contacts or meeting rooms
• Offer to hang coats and offer client a beverage
• Manage meeting schedules and boardrooms, using a shared calendar
• Ensure weekly flowers arrive

Boardrooms/Kitchens

• Responsible for setting and cleaning up boardrooms after meetings
• Check boardrooms and meeting rooms twice daily to ensure they are clean and set up properly
• Maintain and manage general tidiness of office environment (i.e. orderly reception area, lounge and kitchen, fresh coffee and chilled beverages available for clients, meeting rooms always ready for clients, etc.)
• Responsible for filling and emptying dishwashers
• Ensures kitchens are well kept; sinks are cleaned, refrigerators are cleaned out regularly and all appliances are polished
• Ensures refrigerators are kept fully stocked
• Ensures ordering of supplies (groceries, pop/juice) are planned
• Completes orders for necessary supplies

Administrative Support

• Support the execution of special projects (i.e. event coordination, committee activities, etc.)
• Execute errands as required
• Subscriptions/renewals; processing and filing copies
• Manage filing system (electronic and hard copies)
• Assist with any administrative requests as required

Office Maintenance and Supply Management

• Office maintenance; lights, washroom overflows, carpet spills etc.
• Manage ongoing operation and upkeep of office equipment (service and maintain fax, printers, photocopier as required)
• Manage office inventory and purchases (office supplies, kitchen supplies, etc.)
• Liase with suppliers and vendors (i.e. act as primary contact, set budget/timelines, continually monitor pricing, review billings, and follow up interally/externally as necessary) to ensure value and overall maintenance of office facilities and equipment

Board of Directors/Shareholders Support

• May be required to assist with preparation and delivery of Shareholders Binders, Board of Directors Binders/materials, shares certificates