Receptionist

Job summary

Welcome and assist visitors, manage telephone inquiries and incoming emails, and coordinate conference center bookings and meeting requests. Maintain reception and office information, provide administrative support to the Office Services team, and assist with security passcards, invoices, mail services, and team events.

Job details

The Toronto Corporate Receptionist represents the brand by creating an appropriate & professional “experience,” for all guests and business associates when they visit the corporate office. This role co-manages the reception desk and client conference center, representing 750 +employees and 7 business units. As the first point of contact for guests, the Corporate Receptionist must always present an energetic, polished, professional image to the public and personnel while providing prompt information and assistance. The Corporate Receptionist is the first point of contact for all visitors and callers, ensuring a professional and welcoming experience. The role is responsible for managing the telephone lines, screening and resolving inquiries, coordinating conference centre bookings and performing a variety of detail-oriented, administrative tasks in a fast-paced, multi-business unit environment. Hours: 8:30am – 5:30pm; flexible to change shift to meet business demands Responsibilities Guest and relationship management Greet & welcome all internal and external visitors and direct to meeting rooms accordingly. Assist guests with coats, luggage, refreshments, wireless networks, etc. Direct and resolved inquiries received by internal and/or external clients. Swift and courteous acknowledgement and action of all incoming emails from staff. Proactive coordination with staff regarding visitors, meetings and meeting requests according to boardroom availability. Ensure the reception area/office is well maintained General conference center Proactively resolve and manage meeting room conflicts as they arise Collaborate with the Facilities Operations Team for Conference room bookings with configurations Work in conjunction with Conference Services Team with scheduled and/or impromptu meeting requests Administrative Support Support the Office Services team with various administrative submissions Maintaining Office Services information system and resources updated accurately and timely Maintaining tracking lists and statistics updated using Word, Excel and PowerPoint Support and assist in maintaining the Intranet updated with accurate information Provide back up support for invoices, mail services and binding of reports Co-manage building security passcards for both internal and external clients Assist with coordinating team events Other duties Other duties as assigned Qualifications & Requirements Minimum 5 years’ experience as a corporate receptionist or senior administrative support role in a busy and corporate environment Experience of handling multiple requests, managing telephone lines and conference room bookings. Excellent verbal and written communication skills Strong attention to detail and accuracy Strong interpersonal and communication skills Polished, high-end demeanor, demonstrating tact, diplomacy, composure and discretion High degree of professionalism along with a strong work ethic, "will do anything" attitude with flexibility to support requests outside of considered job scope Demonstrates superior self-organization and prioritization of responsibilities and assignments Strong team player and works well with others by sharing responsibilities productively Proficient user of Microsoft Office tools and Microsoft Outlook Utilizes problem-solving skills in a deliberate and well-considered manner to resolve issues Post-Secondary Education required

What you’ll do

Welcome and assist visitors, manage telephone inquiries and incoming emails, and coordinate conference center bookings and meeting requests. Maintain reception and office information, provide administrative support to the Office Services team, and assist with security passcards, invoices, mail services, and team events.

Requirements

Requires at least five years of experience as a corporate receptionist or in a senior administrative support role in a busy corporate environment, including experience managing telephone lines and conference room bookings. Requires post-secondary education, strong communication and organizational skills, professionalism, discretion, teamwork, problem-solving ability, and proficiency with Microsoft Office and Outlook.

Listed skills

• Teamwork · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Visitor Relations
• Reception Management
• Telephone Line Management
• Conference Room Booking
• Administrative Support
• Written Communication
• Verbal Communication
• Attention To Detail
• Interpersonal Skills
• Organization
• Prioritization
• Microsoft Office
• Microsoft Outlook
• Problem-Solving
• Teamwork
• Discretion

Job areas

• Administrative
• Customer Service & Support
• Security & Safety