What you will do

1. Reception & Visitor Services

• Welcome visitors, register arrivals, and ensure compliance with visitor access and security procedures, including the issuance and collection of visitor badges.

• Answer and direct incoming phone calls, respond to general inquiries, and ensure callers are connected with the appropriate employees or departments.

• Receive, sort, and distribute incoming mail and other deliveries.

• Maintain a clean, organized, and professional reception area that creates a positive first impression.

• Coordinate the care and maintenance of lobby plants and ensure reception and common areas remain presentable.

2. Administrative & Office Support

• Scan, copy, organize, file, and distribute documents as required.

• Prepare and complete credit application forms, ensuring all required supporting documentation and information are provided accurately.

• Assist departments with general administrative duties, document preparation, data entry, and other clerical tasks.

• Coordinate the ordering, purchasing, and setup of FIKA services and related office supplies and amenities.

• Provide general administrative support to the Finance team and other departments as needed.

• Monitor office supplies and coordinate replenishment to support daily business operations.

• Handle confidential information and documentation with discretion and professionalism.
3. Commercial Team Support

• Monitor and manage the shared commercial inbox, ensuring incoming requests and correspondence are reviewed, logged, and directed appropriately.

• Receive, track, log, and distribute Requests for Proposals (RFPs) to the appropriate team members.

• Assist with order entry and related administrative activities, ensuring information is entered accurately and in a timely manner.

• Support the commercial team with document preparation, data entry, record maintenance, and general coordination.

• Follow up on administrative requests as needed to support efficient workflow and timely completion of tasks.

4. Office Coordination & Employee Engagement

• Coordinate office social events.

• Arrange catering and refreshments for meetings, events, and other office activities.

• Coordinate office amenities and related services to support a comfortable and welcoming workplace.

• Assist with general office coordination and special projects as required.

What you'll need to get the job done

• Strong organizational, time-management, and multitasking skills, with the ability to prioritize competing demands.

• Excellent verbal and written communication skills, with a professional, courteous, and customer-focused approach.

• Strong attention to detail and a high degree of accuracy in data entry, document handling, and administrative tasks.

• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.

• Comfortable using office equipment, including printers, scanners, and photocopiers.

• Ability to handle confidential and sensitive information with discretion.

• Demonstrated initiative, sound judgment, and the ability to work independently as well as collaboratively across departments.

• Strong interpersonal skills and a positive, service-oriented attitude.

• Flexibility and adaptability in responding to changing priorities and day-to-day operational needs.

What will make us REALLY love you

• Previous experience in reception, administration, clerical support, or a general office environment.

• Professionalism and customer service

• Organization and attention to detail

• Communication and interpersonal effectiveness

• Confidentiality and discretion

• Initiative and problem-solving

• Teamwork and cross-functional collaboration

• Flexibility and time management

50000 - 52000 CAD a year