Office Administrator

We are looking for a friendly, organized, and customer-focused Receptionist & Office Administrator to serve as the first point of contact for employees, clients, and visitors. This role is responsible for creating a welcoming office environment while providing administrative and operational support across multiple departments.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced professional environment. This is an in-office position requiring excellent communication, strong organizational skills, and the ability to manage multiple priorities with professionalism.

Key Responsibilities

Reception & Front Desk

• Welcome and assist visitors, clients, and vendors in a courteous and professional manner.
• Direct guests to meeting rooms and provide hospitality services, including beverages when appropriate.
• Answer and direct incoming telephone calls, taking accurate messages when required.
• Maintain a clean, organized, and professional reception area, meeting rooms, and common spaces.
• Receive, sort, and distribute incoming mail, courier deliveries, and packages.
• Coordinate outgoing courier shipments and maintain shipping records.
• Support daily front office operations and provide general administrative assistance as needed.
• Perform additional duties assigned to support business operations.

Office Administration

• Coordinate meeting room bookings and prepare rooms for meetings and events.
• Monitor inventory levels of office, kitchen, and workplace supplies, placing orders as needed.
• Assist with tracking office supply expenses and preparing budget reconciliations.
• Order business cards and other office materials for employees.
• Provide first-level troubleshooting for office equipment, including printers, copiers, and kitchen appliances, and coordinate service calls with vendors when necessary.
• Monitor printer supplies and arrange timely replacement of ink and toner.
• Maintain accurate internal contact directories and office records.
• Liaise with building management to coordinate maintenance requests and resolve facility-related issues.
• Ensure kitchen areas remain clean, organized, and fully stocked throughout the workday.
• Maintain supply rooms, photocopy areas, and shared workspaces in an orderly condition.
• Coordinate document shredding services and monitor shred bin collection schedules.
• Provide training and support to temporary staff or team members covering reception responsibilities.
• Support new employee onboarding by preparing welcome packages and maintaining employee contact information.
• Coordinate office maintenance activities, including carpet cleaning, plant care, and workplace improvements.
• Assist designated team members with preparing and processing expense reports.

Events & Employee Engagement

• Coordinate catering arrangements for meetings and office functions.
• Assist with planning and organizing employee appreciation events, social activities, and company celebrations.
• Support event logistics, including venue coordination, invitations, catering, and event setup.
• Assist with office moves, renovations, and workspace reconfigurations as required.

Accounts Payable Support

• Assist with the processing and organization of invoices for both corporate and property operations.
• Enter and maintain vendor information within the accounting system.
• Prepare, print, distribute, and file reports as required.
• Support the accounting and property management teams with administrative tasks related to accounts payable.

Qualifications

• Minimum of 2–3 years of experience in reception, office administration, customer service, or a related administrative role.
• Exceptional organizational skills with the ability to manage multiple tasks and changing priorities.
• Professional, friendly, and service-oriented approach to customer interactions.
• Strong initiative with the ability to work independently while contributing effectively to a collaborative team environment.
• Excellent verbal and written communication skills.
• Experience preparing professional correspondence, reports, and presentations.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience using Canva or other graphic design software is considered an asset.
• Strong attention to detail with excellent time management and problem-solving abilities.
• Dependable, reliable, and committed to maintaining a high standard of professionalism.
• Comfortable working in a fully in-office environment.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.