Receptionist, Office Shared Services

About the Opportunity

Client & Guest Experience

• Serve as the primary point of contact for visitors, Board Members, clients, vendors, contractors, and employees.
• Deliver a professional, welcoming, and polished front-of-house experience that reflects IMCO's culture and brand.
• Anticipate guest and client needs, providing proactive and solution-oriented support.
• Coordinate visitor registration, arrivals, and access requirements.
• Ensure reception and client-facing areas are consistently maintained to a high standard.
• Support meeting room readiness and assist with client and executive meeting logistics.
• Maintain confidentiality and professionalism in all interactions.

Reception & Office Operations

• Answer and direct incoming phone calls promptly, professionally, and confidentially.
• Manage visitor access, temporary passcards, and reception records in accordance with security procedures.
• Maintain accurate visitor logs and receptionist documentation to ensure seamless business continuity and reception coverage.
• Manage Lost & Found processes, including tracking and follow-up.
• Distribute, sort, scan, and coordinate incoming mail, courier packages, and deliveries.
• Ensure inquiries and requests are directed to the appropriate departments for resolution.
• Process invoices, online subscriptions, and other administrative transactions as assigned.
• Support workplace technology and meeting room connectivity by providing basic troubleshooting assistance when required.

Facilities & Administrative Support

• Provide administrative and operational support to the Facilities & Office Shared Services team.
• Assist with offboarding activities and support with administrative tasks as required.
• Coordinate and respond to workplace requests, including facilities, transportation, courier, meeting room, and service-related inquiries.
• Maintain organized records, procedures, and documentation related to reception and office operations.
• Adhere to all workplace security, health, and safety procedures.
• Act as a designated Fire Warden and support emergency preparedness and response activities.
• Ad-hoc administrative duties as required

About You

• Minimum 5-7 years of experience in reception, hospitality, customer service, executive support, or front-of-house operations within a corporate environment.
• First Aid/CPR/AED knowledge/certification an asset
• Experience supporting senior executives, clients, Board Members, and external stakeholders.
• Demonstrated ability to deliver a high-touch client and employee experience.
• Proficiency with Microsoft Office Suite and workplace technology platforms (including Workday) is an asset.
• Exceptional customer service and hospitality mindset.
• Polished, professional, and confident presence.
• Strong verbal and written communication skills.
• Excellent interpersonal skills with the ability to build positive relationships at all levels.
• High degree of discretion, confidentiality, and professionalism.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize competing demands in a fast-paced environment.
• Resourceful, proactive, and solution-oriented approach to problem solving.
• Comfortable learning and utilizing workplace technology, visitor management systems, and office software.
• Flexible team player willing to support broader Facilities & Office Shared Services objectives.

Pay Range
$25 - $32/hour

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 484344
This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.