Office Administrator & Receptionist

Job Description

Job Description

JOB RESPONSIBILITIES :

Receptionist Duties :

• Answer and direct phone calls.
• Greet and assist visitors.
• Maintain a welcoming reception area.
• Maintain the visitor log.

Office Management :

• Manage office supplies, ensuring the availability of necessary items.
• Oversee mail and courier services.
• Coordinate parking, building access, and other logistical support.
• Manage office-related vendor relationships (e.g., cleaners, suppliers).

Document Formatting :

• Assist with preparing, formatting, and proofreading documents such as reports, proposals, and presentations.
• Ensure documents meet company standards for quality and consistency.

Document Control :

• Implement and maintain document control processes for engineering projects.
• Ensure accurate filing, retrieval, and distribution of project documents.
• Monitor document revisions and ensure proper version control.
• Ensure compliance with project documentation requirements and standards.

Other Duties :

• Support event coordination (e.g., internal meetings, workshops), including booking rooms and ordering meals if necessary.
• Assist in onboarding new staff with office setup.
• Perform additional administrative tasks as needed.

Key Skills :

• Strong verbal and written communication skills for handling phone calls, visitors, and document preparation.
• Ability to multitask, prioritize responsibilities, and maintain attention to detail in office operations and document management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with expertise in document formatting and familiarity with document control systems.
• Efficient in managing multiple tasks, meeting deadlines, and prioritizing document control and administrative duties.
• Professional, friendly approach in dealing with clients, vendors, and colleagues, with strong interpersonal skills.
• Attention to detail and accuracy in managing documents.
• Ability to manage time effectively and prioritize tasks.
• Ability to work independently with minimal supervision.
• Professional, approachable demeanor with a customer-service mindset.
• Sense of ethics and adherence to organizational values

Summary of Qualifications & Requirements :

• Post-secondary education in office administration or related field preferred.
• 4-8 years of experience in office administration or management; prior experience in document control is an advantage.
• Proficient in Microsoft Office and familiar with document control processes, including version tracking and compliance.
• Independent, proactive, adaptable to changing priorities, and a strong team player.
• This role requires in-office presence from Monday to Friday, working 40 hours per week and between 9 AM to 4 PM (minimum).
• Flexibility to handle multiple roles and adapt to changing priorities.

Company Description

VPI is working with the employer to find suitable candidates and help fill this position. We are not a placement agency, we partner with employers in the community to post jobs and recruit qualified candidates on their behalf.

As an Employment Ontario service provider, we offer free programs and services to help job seekers find meaningful work.

Applicants must live in Ontario, Canada, and legally entitled to work in Canada

Positions are not suitable for International Students

Company Description

VPI is working with the employer to find suitable candidates and help fill this position. We are not a placement agency, we partner with employers in the community to post jobs and recruit qualified candidates on their behalf.

As an Employment Ontario service provider, we offer free programs and services to help job seekers find meaningful work.

r nApplicants must live in Ontario, Canada, and legally entitled to work in Canada r nPositions are not suitable for International Students