Reception and Administrative Support

Job summary

The receptionist serves as the first point of contact for clients, managing front desk operations and incoming calls. They also assist the administration team with document preparation, e-filing, and general office upkeep.

Job details

Reception and Administrative Support At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future. Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way. About Us: Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges. We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more. Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day. Job Summary: We are seeking a receptionist with a strong background in customer service and document editing to support our administration team. In this role you will: serve as the first point of contact for our clients, providing friendly, professional, and efficient service both in person and over the telephone. You will also assist our administration with the preparation of correspondence and reports. Key Responsibilities * First point of contact for visitors and clients * Provides frontline coverage for incoming calls by answering the main line when callers bypass the automated attendant, ensuring a professional, welcoming, and efficient first point of contact. * Manage front desk operations * Responsible for all activities related to mail (i.e., collection, distribution, sorting) * E-filing project correspondence as required * Assisting with the preparation of project documentation including project specifications, fee letters, reports, and other documentation * Ordering office supplies * Assist with light office upkeep, including managing the communal dishwashers (filling and emptying) Required Skills/Abilities * 2 - 3 years of industry experience * Excellent communications skills in English (written and spoken), additional languages, an asset * High proficiency and accuracy in keyboarding/typing * Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint, Teams) with advanced MS Word skills including: * Expert use of Styles, multilevel lists, and section formatting to maintain consistency across large technical documents * Ability to create and manage specification templates, tables, headers/footers, and document automation tools * Skilled in cross referencing, table of contents generation, figure/table numbering, and document navigation * Strong capability in tracking changes, redlining, and preparing documents for consultant and client review * Friendly and approachable disposition * Excellent time management and organizational skills * Ability to work independently and in a team environment Preferred Qualifications * A post-secondary degree or diploma in Office Administration, an asset Location: Toronto, Ontario, Canada – In-office position Travel: Little to no travel required. Compensation: Annual salary range: $45,000.00 - $55,000.00 CAD commensurate with experience. Vacancy Status: This posting is for a new vacancy. Equal Opportunity Employment Statement Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

What you’ll do

The receptionist serves as the first point of contact for clients, managing front desk operations and incoming calls. They also assist the administration team with document preparation, e-filing, and general office upkeep.

Requirements

Candidates must have 2-3 years of industry experience and high proficiency in Microsoft Office, particularly advanced MS Word features. Strong communication skills and the ability to work both independently and in a team are essential.

Listed skills

• Time management · Preferred
• Front Desk Operations · Preferred
• Customer service · Preferred
• Microsoft Teams · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer service
• Document editing
• Microsoft Office
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Keyboarding
• Typing
• Time management
• Organizational skills
• Communication skills
• Front desk operations
• E-filing
• Administrative support
• Office Supply Management
• Advanced Robotics
• Project Documentation
• Administrative Support
• Office Administration
• Organizational Skills
• Accounting Information Systems
• Editing
• Automation
• Automated Attendant
• Business Development
• Customer Service
• Communication
• Consulting
• Data Centers
• English Language
• Finance
• Health Sciences
• Marketing
• Infrastructure Asset Management
• Problem Solving
• Operations
• Sorting
• Time Management
• Templates
• Filing

Job areas

• Administrative
• Customer Service & Support
• Engineering
• Consulting
• Receptionist/Administrative Support
• Receptionist
• Receptionists (general)
• Receptionists and Information Clerks

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