Receptionist / Administrative Assistant
Newad - Toronto, ON

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Reporting to the Manager, Employee Services & Administration, this position consists in welcoming in a warm and professional manner the people at the reception, answering calls and redirecting them efficiently, distributing messages to the appropriate people, coordinating all shipping and mailing services as well as offering an administrative support.


  • Welcomes visitors in a courteous manner;
  • Answers calls and transfers them efficiently;
  • Manages the inventory of company stationery;
  • Manages office supplies for the office;
  • Provides administrative support to VP’s as required (such as: expense report, coordinating events, preparing sales reports, booking trips and meetings, etc.);
  • Fills out timesheets for the office and sends them to the Manager, Employee Services and Administration;
  • Keeps a log of reservations for the conference rooms;
  • Coordinates conference calls;
  • Book all travels for the employees of the Toronto office;
  • Call hotels to get copy of invoices and sends them to the Finance department;
  • Sorts the faxes and mail, and makes sure all messages and communications are distributed to the appropriate people;
  • Coordinates the courier service (ex. Fedex);
  • Manages the reservations of the laptop and projector for presentations;
  • Makes sure all equipment and presentations are working properly before certain meetings;
  • Conducts computer system back-up process for the IT department;
  • Escalates computer issues to IT department on behalf of staff;
  • Ensures that faxes, printers & photocopiers are well stocked with paper, and escalates any issues as required;
  • Ensures that the office up-keep issues are escalated to property manager (i.e. light bulbs, repairs, etc.)
  • Changes the door key code;
  • Is responsible for the parking passes;
  • Issues/coordinates the door pass cards;
  • Receives purchase orders, follows up on approvals, assigns numbers and returns the documents to the concerned persons;
  • Orders meals for business meetings;
  • Efficiently follows opening and closing procedures of the office;
  • Orders coffee, cleans and stocks the kitchen, the conference rooms and the stock room;
  • Makes sure to have recycling bins emptied regularly;
  • Acts as central resource for the office;
  • Manage the EM petty cash;
  • Helps other departments when needed.

Required Qualifications

  • Minimum 1 to 2 years of experience in a similar position;
  • Command of English, in verbal and written form;
  • Knowledge of Word, Excel, Outlook;
  • Basic knowledge of the Meridian Phone System;
  • Dynamic personality, initiative and autonomy;
  • Good people skills;
  • Resourcefulness and good judgment;
  • Good organizational skills;
  • Ability to work well under pressure;
  • Discreet and professional;
  • Team spirit.