To serve as the first point of contact for the Company while also providing broader administrative support. Performs a variety of customer-service, hospitality and office-support duties.

JOB SUMMARY

• To serve as the first point of contact for the Company while also providing broader administrative support.  Performs a variety of customer-service, hospitality and office-support duties.  This role requires a firm commitment to excellent customer service (internal and external customers), working knowledge of organizational procedures and practices and a positive, willing attitude.  Demonstrates conscientiousness, strong work ethic, good judgment and initiative. 

JOB DUTIES

FRONT DESK MANAGEMENT

• Greet visitors and direct them to the appropriate person
• Answer and route phone calls professionally
• Manage the reception area to ensure a clean and organized appearance.
• Receive and distribute mail and packages. 

ADMINISTRATIVE SUPPORT

• Handle incoming and outgoing correspondence, including emails and letters
• Maintain transmittal logs for correspondence and cheques
• Maintain filing system and ensure accurate and timely document organization
• Assist with preparation and distribution of meeting documents.
• Assist with meeting room calendars, coordinate scheduling conflicts
• Schedule meetings and appointments for executive team, upon request
• Procure and receive office, stationery and kitchen supplies
• Maintain inventory of stationery, kitchen and office supplies
• Update and maintain vendor/supplier database (office and kitchen supplies and services)
• Backfill for executive assistants (vacation leave etc.)
• Assist with planning, organizing and managing company events
• Assist with onboarding of employees (set up of workstations, order office tools, arrange parking spots etc.)
• Maintain calendar and log of office equipment warranties and service dates
• Place service calls for office equipment with IT team and service providers
• Assist with guided troubleshooting of office equipment
• Assist staff with set up of meeting rooms and equipment for meetings
• Assist courier by liaising with banks, companies, audit firms for coordination of pickup/deliveries.
• Assist with overseas visitor management (travel between office/hotels, meal ordering etc.)