Receptionist & Administrative Support Specialist

Founded in 1974, CMiC today delivers comprehensive and advanced enterprise and field operations solutions, purpose-built for construction and capital projects companies. CMiC’s powerful software transforms how firms optimize productivity, minimize risk and drive growth by planning and managing all financials, projects, resources, and content assets - all from a single database platform.

In the past several years, the construction industry has experienced unprecedented changes driven by new technologies - including integration with multi-dimensional modeling, an explosion of cloud-based offerings and the demand for robust mobile capabilities. CMiC has kept pace by constantly upgrading and enhancing our advanced platform to reflect the changing needs of the industry, leading to significant growth as a company.

Position Scope

As a Receptionist & Administrative Support Specialist at CMiC, you will be the first point of contact for visitors, callers, and correspondences, managing the flow of people and communication efficiently. In addition to receptionist duties such as handling incoming calls, messages, mail, and packages, you will provide administrative support across the organization. Your responsibilities will include coordinating courier services, and assisting with facilities-related tasks such as regulating building temperature and maintaining security protocols. You will also support finance operations by handling tasks such as depositing checks, processing data entries, and managing subscription renewals. This role requires a high level of organization, attention to detail, and the ability to multitask in a dynamic environment.

Important Information:

• The overall hiring salary range for this position is $40,000 to $60,000 annually.
• This position is for an existing vacancy
• We do not use AI to screen, assess, or select applicants

Duties & Responsibilities

Receptionist Duties

• Greet and screen visitors, ensuring they sign the daily logbook and provide license plate information for parking passes.
• Direct visitors to the appropriate personnel or department.
• Answer, screen, and forward incoming phone calls, providing basic information as needed.
• Manage the reception area to ensure a welcoming and organized environment.
• Maintain security by monitoring logbooks and issuing visitor key fobs.
• Update appointment calendars, book meeting rooms, and schedule meetings as required.
• Assist with office systems such as Brivo for access control
• Attending company social events as a mandatory part of the role

Administrative Support

• Receive, sort, and distribute mail, deliveries, and couriers; coordinate outgoing shipments.
• Order and manage office supplies, including stationery.
• Coordinate food orders, for breakfast and client meetings.
• Assist company-formed committees like the CMiC Social Committee.
• Perform clerical duties such as filing, photocopying, collating, and faxing.
• File vacation emails for internal records.
• Assisting the Administration Team as required.

Finance Responsibilities

• Deposit checks using the CMiC RDC machine.
• Run errands to/from the bank as required.
• Perform data entry for checks into the accounting system.
• Prepare and process cloud renewals for subscription-based clients.
• Send collection emails to clients with overdue payments and coordinate with internal teams for updates.
• Notify staff about client payments, including new and returning clients.

Facilities Support

• Assist with thermostat controls to regulate building temperature.
• Help organize company lunches by printing names, posting orders, receiving deliveries, and distributing meals in the kitchen.
• Serve as a backup for ordering company lunches during the Facilities Manager’s absence.
• Providing backup support or assistance as needed in coordinating food for company events.
• Support on-site maintenance tasks as required.

The company reserves the right to amend, add to or take away any of these responsibilities in its discretion.

Requirements

• College degree or diploma in a customer-oriented field.
• Proficiency with Microsoft Office Suite.
• Work Schedule: Required to work in person at the CMiC office: Monday to Friday, 8:30 AM to 5:00 PM.
• Professional demeanor and excellent communication skills (both written and verbal).
• Friendly and approachable, with the ability to establish strong connections with clients and staff.
• Resourceful, proactive, and capable of handling issues independently.
• Strong organizational, multitasking, and prioritization skills, especially under pressure.

Benefits

• Competitive benefits Package (including Health & Dental benefits)
• Paid vacation and personal days
• Townhall meetings where all employees are encouraged to participate in open discussions
• Located on York University’s campus, easily accessible by transit (TTC, GO, etc.), walking distance to shopping and restaurants
• Outdoor lunch space, including picnic tables
• An active Social Events Committee (past events include annual seasonal parties, pool and bowling tournaments, karaoke nights, Game nights, BBQ’s, and more)
• Health and Wellness focus including virtual yoga classes and wellness webinars
• RRSP Matching Program after 2 years of employment
• Experience in a rapidly growing, socially responsible corporation

CMiC is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, CMiC will provide accommodation to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.