JLL is currently seeking a dynamic and qualified individual for the role of Receptionist to provide reliable, timely, and efficient support to our Client’s office in Markham, Ontario. The position entails working with a diverse group of internal and external Stakeholders at all levels of the organization. The individual will require the independent judgment to plan, prioritize, and organize a diverse workload. This role provides a wide variety of support services to the Markham office and remote team members. The successful candidate will be detail oriented with strong organizational skills, have a cheerful disposition and have a team-player attitude.

What You Will Do Reception duties:

• Greet clients and guests upon entering the office and notify employees accordingly.
• Guide visitors to register onsite and manage creation of visitor badges.
• Create visitor/partner badges ahead of time for meetings/training days and assist with providing badges to visitors on day of events.
• Answer phone and direct calls to the appropriate person and/or provide information to direct customers to Client’s website, Authorized Service Partners and or Sales Partners.
• Assist employees/departments with co-ordination and organization of meetings, booking of meeting rooms, receipt of catering and informing relevant employees when catering arrives.
• Daily communication with Facility Manager on reception, logistic matters and any Client employee questions or concerns.
• Enter all cheque details into the Cheque Log and follow Client processes for submitting cheques to the bank.
• Oversee coffee and tea supply and confirm with vendor replenishment needs.
• Perform clerical or administrative duties as needed, such as searching and comparing product quality and cost for office supplies, first aid kit supplies, updating vendor and site contact lists and emergency contact lists, and other related office support duties.
• Communicate with Facility Manager on any thoughts/ideas for reception sustainability and environmental initiatives.

Mailroom duties:

• Maintain the photocopy and mail room in a well-organized and tidy condition.
• Ensure office equipment (e.g. photocopiers, postage meter, etc.) is operational and appropriate inventory is in stock.
• Maintain tracking of office supply inventory, including printer paper supply and ink cartridges and inform Facility Manager when replenishment is required.
• Manage all mail and couriers, including but not limited to preparing courier packages, co-ordinating pick-up and delivery, confirming delivery/receipt with appropriate stakeholders, and resolving any related issues in a timely manner.
• Direct mail to relevant party as per mail delivery process and scan specific mail items as needed (e.g. legal docs and tax forms to be scanned upon receipt to specific parties).
• Assist Client employees with large amounts of promotional item couriers (e.g. creation of waybills and package pick-ups within deadlines).
• Communicate with Facility Manager on miscellaneous courier deliveries (e.g. Overgood Warehouse returns for items misplaced, lost, mislabeled or without labels), so they can be redirected as needed.
• Communicate with Facility Manager on any thoughts/ideas for Mail and Logistic sustainability and environmental initiatives.

What You Will Bring

• Post-Secondary education is a plus.
• 3+ years of relevant experience or a combination of education and experience.
• Experience in the real estate sector is a plus.
• Demonstrated proficiency with all applicable software packages including but not limited to MS Windows and MS Office, including MS Word, Excel, Outlook, and PowerPoint and Teams.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management and organizational skills.
• Must be able to adapt and prioritize, meeting deadlines, in a fast-paced environment.
• Must operate with a sense of urgency, quickly responding to Stakeholders.
• Must have a positive, welcoming and professional attitude.
• Must be detail oriented.
• Must demonstrate professionalism always.
• Must be able to work well independently with an ability to work collaboratively with others.
• Must be able to maintain confidentiality, utilize judgment, and work with minimal supervision.