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Corporate Receptionist

Corporate Receptionist

Peak Associates LimitedToronto, ON, Canada
3 days ago
Job type
  • Full-time
Job description

Our client is a equity firm with a global footprint, long-term committed capital from institutional investors, and an investment portfolio consisting of iconic and innovative companies. The Firm is seeking to fill a support role based in Toronto, Canada.

Job Description :

  • Greet clients / guests as they arrive at the office, escort them into the boardroom and advise office member of their arrival, offer them a beverage (coffee / tea / water)
  • Answer main phone line and take messages; send email with call details respectively
  • Keep boardroom, kitchen, stock room, print area etc. clean, tidy and organized at all times
  • Distribute all incoming mail / couriers; prepare and log all outgoing mail / couriers
  • Prepare couriers as requested
  • Order lunch for the office daily
  • Order supplies and groceries weekly or as needed; keep all areas organized and sufficiently stocked at all times
  • Help plan and execute team building events and activities (i.e. offsite, holiday dinner, social events, etc.)
  • Manage boardroom(s) availability and video conferencing connections
  • Address day-to-day office maintenance issues (e.g. office access, cleaning, shredding, garbage, HVAC, etc.)
  • Review, update and prepare expense reports for Office Manager; correlate expenses with receipts, allocate costs to various company codes, projects, portfolio companies, etc.
  • Review and reconcile all invoices related to lunch orders, supplies and groceries
  • Assist with onboarding and departures of local employees (i.e. set up workstations, ensure IT sets up laptop, collect equipment, deactivate access, etc.)
  • Arrange flights, hotel, car service, etc. when needed; make adjustments accordingly
  • Enter travel data into calendar accordingly when needed; make adjustments accordingly
  • Prepare and maintain an Administrative Support Manual
  • Input and update contacts in CRM databases
  • Print and bind presentation materials
  • Provide general office support and backup duties when required

Required Knowledge and Experience :

  • Minimum of 2-3 years of related experience; financial services or accounting knowledge considered an asset
  • Post-secondary education in Office Administration considered an asset
  • Role requires in-person support Monday through Friday from 8 : 30am-5pm, must be flexible with working hours and able to work overtime when necessary
  • Ability to work under tight deadlines, well-organized with attention to detail and an ability to deal with multiple priorities
  • Proficiency with computer software programs including MS Office (Word, Excel and Outlook)