Corporate Receptionist

LocationMississauga, Ontario
DepartmentAdministration
Reports ToParalegal
Position Overview

In this complex role, the Corporate Receptionist/Office Coordinator will be responsible for general office administration and front desk reception duties and will also provide executive assistance to the leadership team.

The successful candidate is a strong multitasker and consistently maintains a professional image while answering and directing calls and inquiries in a prompt and efficient manner. This role requires excellent communication skills and the ability to interact with guests, visitors, and employees at all professional levels.

Duties & Responsibilities
  • Greets visitors in a welcoming and hospitable environment and directs them to the appropriate contact
  • Answers basic questions regarding the business and can provide a brief overview of the Company’s products and services
  • Performs various clerical/administrative tasks such as distributing press clippings, drafting correspondence, preparing presentations, printing and binding of materials, conducting research, photocopying, filing, typing and faxing
  • Assists with set up and planning of appointments, meetings and conference calls, including but not limited to catering lunch, preparing rooms, and coordinating schedules
  • Answers all incoming calls and re-directs to the appropriate individual/department
  • Screens calls and takes messages as required with proper discretion and urgency
  • Manages the daily distribution of incoming and outgoing mail, signs for packages and prepares and applies appropriate postage to mail for delivery including urgent/priority mail
  • Assists the Executive Team in preparing expense reports, managing calendars, and organizing business travel arrangements
  • Acts as a point of contact for all office related requests and concerns
  • Participates in building management meetings and contributes ideas for improvement
  • Orders and maintains office and kitchen supplies
  • Ensures the reception area/office space is neat, tidy and organized
  • Other duties as assigned.
Skills & Qualifications
  • Ability to adapt quickly to changing needs and requirements
  • Strong interpersonal skills and the ability to work with employees at all levels
  • Ability to represent self, department and organization in a professional manner in all dealings
  • Ability to work in a fast-paced environment and handle frequent interruptions
  • Ability to take direction and guidance from multiple sources
  • Good analytical and problems solving skills
  • Ability to handle confidential and sensitive information
  • Ability to use discretion and independent judgement to deal with common issues and problems or escalate when necessary
  • Skilled in the use of and basic maintenance of office and telephone equipment
  • Strong attention to detail
  • Knowledge of Microsoft Office programs and excellent typing/keyboarding skills
  • Bilingualism (English/French) is an asset
  • High School Diploma or equivalent is required. Completion of relevant post secondary education is preferred
  • 3 to 5 years experience in a clerical, administrative or similar role.
Qualities
  • Ability to foster collaborative, cross department relationships to meet common objectives
  • Possesses Company values of honesty, integrity, respect, commitment and openness to change while modelling the Company Core Principles in all activities.