Office Administrator - Receptionist

The Office Administrator/Receptionist is the first point of interaction for team members, visitors, and individuals served, in person or by telephone, responding to inquiries and providing information or referrals as appropriate. This role works closely with the administration and facilities teams and is responsible for performing a variety of office-related duties such as answering telephone calls, filing, data entry, and reception duties, in support of the administration team where required. Supports and enhances the office experience for team members, individuals and visitors.

DUTIES AND RESPONSIBILITIES:

• Maintains reception services at 250 Yonge Street office, presenting a polite and professional manner when greeting and directing visitors, and responding to in-person and telephone inquiries.

• Serves as a main point of contact for all incoming and outgoing deliveries, including mail, parcels, and courier services.

• Responds to internal/external calls and transfers calls to the appropriate team members, ensuring high priority calls are dealt with in a timely manner.

• Addresses day-to-day situations through flexible problem solving either individually or in consultation with others.

• Ensures offices and meeting rooms are maintained to a high standard. Keeps shared areas clean, organized and operating efficiently, maintaining office equipment in good working order, ensuring office and kitchen supplies are ordered and available.

• Maintains inventory of stationery and office supplies, following through with purchasing and related paperwork, codes purchase orders and invoices to accounting system for payment.

• Distributes supplies as required.

• Maintains and replenishes first aid kits.

• Supports catering orders and on-site meetings and events.

• Works with mail and courier companies to ensure packages are sent and received in a timely manner.

• Supports and facilitates a primarily hot desk environment through software, for team members with flexible work and meeting spaces.

• Books and sets up meeting rooms, ensuring all necessary materials are available, and assists facilitators with equipment set up including video conferencing systems as needed.

• Liaises with building operator on the facilitation of pass cards and other items.

• Performs a variety of clerical duties including but not limited to sorting and distributing incoming and outgoing mail, faxes, and internal communications.

• Assists with printing, photocopying, collating, distributing and retrieving documents and files.

• Actively participate in Porter’s Safety Management System (SMS) including, reporting hazards and incidents encountered in daily operations; understand, comply and promote the Company Safety Policy

• Participates in health and safety efforts for the locations; updates health and safety and policy and procedures binders and boards under the direction of the Manager, Health and Safety 

• Provides basic technical support to team members to facilitate connecting to wifi, printing documents, connecting to and configuring video conferencing equipment, etc.

BEHAVIOURAL COMPETENCIES:

• Concern for Safety: Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others.

• Teamwork: Working collaboratively with others to achieve organizational goals.

• Passenger/Customer Service: Providing service excellence to internal and/or external customers (passengers).

• Initiative: Dealing with situations and issues proactively and persistently, seizing opportunities that arise.

• Results Focus: Focusing efforts on achieving high quality results consistent with the organization’s standards.

• Fostering Communication: Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus.

QUALIFICATIONS:

• Minimum of 1-3 years of related experience providing support in an office environment.

• Excellent customer service skills.

• Knowledge of Google, including Gmail.

• Understanding of office practices and procedures.

• Must possess strong verbal and written communication, initiative, and organizational skills, with the ability to work independently.

• Team player with great collaboration skills.

• Proven ability to multi-task and manage activities with varying priorities.

• Excellent written and verbal communication skills.

• Strong attention to detail, with the ability to be adaptable and flexible with requests.

• Ability to work independently and problem solve. 

• Mandatory COVID-19 Vaccination