Position: Receptionist, Full-Time

We are looking for a highly organized, proactive and solution-oriented Receptionist to be the face and heartbeat of our Head Office. In this pivotal role, you will ensure smooth day-to-day operations, provide exceptional customer service, and help our team and visitors feel supported from the moment they arrive.

Key Responsibilities

• Front Desk & Visitor Experience:
• Greet and assist visitors, ensuring a warm and professional welcome at all times.
• Answer and direct incoming phone calls promptly and courteously.
• Monitor and maintain the reception area to ensure it is tidy, organized, and inviting.
• Administrative Support:
• Schedule meetings and book meeting rooms as required for staff and management.
• Manage incoming and outgoing mail, including preparing parcels and arranging couriers as needed.
• Organize and maintain office supplies and kitchen inventory for both the Head Office and external sites.
• Arrange repairs and maintenance for office equipment and appliances.
• Assist with printing, laminating, and preparing signs, labels, and name tags.
• Records & Data Management:
• Maintain accurate inventories of office and IT equipment.
• Support staff with scanning and archiving documents, particularly for accounting and compliance.
• Keep updated records of staff forms, memberships, and consents using Microsoft OneDrive and Teams.
• Financial & Event Assistance:
• Support monthly reconciliation of individual accounts and maintain payment spreadsheets for contractors.
• Process purchase orders and ensure accurate communication with the accounts payable team.
• Assist with catering and logistics for monthly managers’ meetings and other internal events.
• Fundraising & Donor Relations:
• Monitor donations on our fundraising platforms and ensure donors are promptly receipted and acknowledged.
• Health & Safety:
• Be an active and contributing member of the Joint Health and Safety Committee.
• Take primary responsibility for organizing and arranging recurring fire and emergency drills to ensure safety compliance.
• Other Duties:
• Take on additional projects and tasks as assigned by the Executive Assistant.
• Proactively suggest and implement methods to improve office processes and workflow.

Qualification:

• Exceptional organizational and multitasking abilities; able to “own” the space and anticipate needs.
• Strong interpersonal and customer service skills; professional, positive, and solution-oriented.
• Proficiency with Microsoft 365 applications (Word, Excel, Outlook, OneDrive, Teams) is required.
• Ability to work independently and as part of a team in a fast-paced environment.
• Valid driver’s license required.
• Willingness to obtain First Aid and NCI Certificate.
• Experience with ShareVision and Canva is an asset.

Pre-Requisites:

• Criminal Record Check (vulnerable sector)
• Medical Fit to Work form
• Tuberculosis Clearance
• First aid certificate
• Satisfactory Reference Checks
• Successful completion of IDS orientation Hours of Work: 8:30 am – 4:30 pm Monday to Friday

Hours of work per week: 37.5

IDS offers a team environment with ongoing staff learning opportunities and a comprehensive benefits package including the opportunity to contribute to the Municipal Pension Plan.

How to apply

All applications must include a cover letter and resume to be considered for this position.

We thank all applicants for their interest; however; only short-listed candidates will be contacted for an interview. IDS is an equal opportunity employer that does not discriminate against age, gender, ethnicity, sexual orientation, religion, or disability. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please email careers to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Job Types: Full-time, Permanent

Pay: $42,000.00-$52,000.00 per year

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift

Experience:

• Administrative: 1 year (required)

Work Location: In person