Front Desk Receptionist

Job summary

Manage daily office operations, including reception, phone routing, office supplies, mail, facilities, meeting rooms, and lobby organization. Support the executive team with meeting and travel coordination, events, document templates, and other administrative tasks.

Job details

InVision is a Professional Recruitment Firm involved in Engineering, Industrial/Skilled Trades, Information Technology and Professional Services within Canada and the U.S. We have a successful track record working on both small and large recruitment projects, across North America. Our client is a recognized Manufacturer of HVAC and fluid technology systems are actively seeking a dynamic and organized Office Administrator to join their growing team! This role is pivotal in maintaining smooth office operations and supporting the executive team in achieving their goals. This is a contract position that requires immediate start. Responsibilities Manage daily office operations, including reception duties, office supplies management, and supporting facility coordination Oversee main Reception line, answer all incoming telephone calls, determine purpose of each call, and redirecting calls to the appropriate personnel or departmentProvide end-to-end office supply management, which includes, but is not limited to, monitoring stock levels, special order requests, budget management, and following proper invoice reconciliation procedures.Manage all in-bound/ out-bound mail and distribution to the appropriate personnel or departmentCoordinate closely with the Maintenance & Facilities Manager on any upkeep requirements and neededEnsures cleanliness and organization of main lobby areaAssists in the planning and execution of staff social events, including 'lunch and learns', meetings, annual events, and social committee eventsEnsure all signage throughout the office is up to dateAssist in identifying and troubleshooting next steps for facility management/equipment issuesSupport the Global Executive Assistant with general administrative duties, including but not limited to, coordinating meetings and special projects for both Senior Management and Leadership Board members.Manage internal meeting room bookings, including but not limited to, arranging refreshments and ensuring the rooms are tidy, in conjunction with the Global Executive AssistantCoordinate travel and/or accommodation arrangement as requiredAssist with creating, updating, and maintaining document templates in coordination with Global Executive AssistantAll other duties as may be assigned, either directly from Global Executive Assistant, Senior Management, Leadership Board, Human Resources, or other ad-hoc administrative tasks Qualifications Post-secondary Degree, Diploma, or Certificate in Office Administration or related field Proven experience as an Office Administrator, Administrative Assistant, Jr. Administrative Assistant, or similar role. Strong organizational and time-management skills with the ability to prioritize tasks. Excellent written and verbal communication skills. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular). Ability to handle confidential information with integrity and professionalism. Flexibility and adaptability to work in a time-sensitive environment. Proficient with Microsoft Office Suite and phone routing systems Creative problem-solving skills Employment Rewards: Company is a Leader within their industry Contract opportunity Great work place experience Application Process: All Qualified candidates will be contacted. InVision is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind It is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.

What you’ll do

Manage daily office operations, including reception, phone routing, office supplies, mail, facilities, meeting rooms, and lobby organization. Support the executive team with meeting and travel coordination, events, document templates, and other administrative tasks.

Requirements

A post-secondary degree, diploma, or certificate in Office Administration or a related field is requested, along with experience in an office administration or assistant role. Candidates should have strong organizational, time-management, and communication skills; proficiency with Microsoft Office and phone routing systems; and the ability to handle confidential information and adapt to time-sensitive work.

Benefits

• Great Workplace Experience

Listed skills

• Office Administration · Preferred
• Time management · Preferred
• written communication · Preferred
• Microsoft Office · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Reception
• Telephone Routing
• Office Supply Management
• Mail Distribution
• Facility Coordination
• Meeting Coordination
• Event Planning
• Travel Arrangements
• Document Management
• Organizational Skills
• Time Management
• Written Communication
• Verbal Communication
• Microsoft Office
• Problem-Solving

Job areas

• Administrative
• Customer Service & Support
• Manufacturing

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