Receptionist/Administrative Assistant

Are you a dedicated and detail-oriented administrative professional with a passion for providing exceptional administrative and customer service ? Do you excel in a fast-paced environment, ensuring smooth office operations and delivering high-quality assistance to both customers and internal teams through effective coordination and problem-solving? If so, we want you to join our team as a Receptionist/Administrative AssistantIf you’re ready to join a company that values teamwork, invests in its employees, and prioritizes customer satisfaction, A.J. Stone Company Ltd. invites you to apply for our full-time position at our head office in Vaughan, Ontario. RECEPTIONIST/ADMINISTRATIVE ASSISTANT For over fifty years, A.J. Stone Company Ltd. has provided vital, industry-leading products and services for the fire service and first responders. Known for our distinct and vast knowledge of the Canadian fire and emergency services market, we pride ourselves on providing customers with the highest standard of service, backed by industry experts. The Receptionist/Administrative Assistant serves as the vital first point of contact at A.J. Stone, creating a positive and professional impression for all customers and visitors. In this role, you play a key part in ensuring smooth administrative support across the organization by managing multiple tasks efficiently. Your responsibilities include coordinating communication between departments, maintaining the flow of information, and facilitating service administration. By balancing time-sensitive tasks and ensuring effective communication with customers, team members, and management, you will contribute to the overall success of the organization and its objectives. The successful candidate will have excellent organization and time management skills, and be able to handle a variety of responsibilities. This is a fast-paced role with multiple demands and frequent interaction across all departments. The ideal candidate will demonstrate strong judgment, discretion, and problem-solving abilities. The primary responsibilities include: Reception Administration:Manage the main phone lines, responding to inquiries, transferring calls, taking messages, and providing accurate information in person, over the phone, or via email; greet and welcome customers, assisting their requests or directing to the appropriate personnel; ensure reception, areas are clean, organized, well stocked and presentable at all times; handle incoming and outgoing mail, including sorting, and distributing to appropriate personnel.Service Administration:Facilitate service-related tasks including equipment intake, creating work orders, coordinating work with technicians under the guidance of the Technical Service Lead, arranging customer pickups and shipping; answer customer inquiries related to service work, ensuring clear and timely updates on service work status; Oversee the service inbox and manage the workflow, ensuring all inquiries are addressed and resolved; assist with ordering of service parts and equipment; review completed work orders for accuracy; manage invoicing; maintain accurate service records.Administrative Support:Provide administrative support including calendar management, scheduling meetings, and conducting research as needed; maintain office supplies, ensuring the kitchenette and office areas are stocked and tidy; manage and organize filing systems, both physical and digital, ensuring proper documentation and record-keeping; perform data entry, updating ERP system and spreadsheets with accurate information; assist with formatting, proofreading, editing, or revising correspondence, reports, presentations, spreadsheets, and relevant reports, as needed; assist where needed by organizing and coordinating office events, such as meetings, training sessions, and team activities; facilitate and run errands where required; backup support and coverage for Sales and Account Coordinators, ensuring seamless communication and collaboration during peak times or absences.Communication and Correspondence:As the first point of contact, provide a bridge for smooth communication between customers and internal departments, ensuring customer inquiries are addressed in a timely manner; assist with drafting and proofreading correspondence, ensuring clear and consistent communication with customers and team members; respond to general email inquiries, distribute emails to the appropriate team members, and maintain professionalism in all communications; build and maintain positive relationships with internal and external stakeholders.Additional Duties:Maintain the cleanliness and organization of shared spaces, such as meeting rooms and office supply areas; assist with travel arrangements and booking accommodations for management or staff as needed; assist with filing and record-keeping for compliance and company policies; take meeting minutes and distribute in a timely manner; participate in fiscal year-end procedures; other duties as assigned. KEY SKILLS, KNOWLEDGE, AND ABILITIES Communication Skills: Strong verbal and written communication to interact with customers, vendors, and internal teams clearly and professionally. Active listening to understand customer inquiries and respond effectively.Multitasking and Time Management: Ability to handle multiple tasks simultaneously, such as answering phone calls, managing emails, coordinating service work, and administrative duties.Prioritization of urgent tasks and efficient time management to meet deadlines and stay organized.Attention to Detail: Accuracy in data entry, invoicing, and maintaining records. Thoroughness in managing documents, scheduling, and ensuring follow-up on tasks and inquiries.Problem-Solving: Critical thinking skills to resolve customer inquiries and issues quickly and efficiently. Independent decision-making in handling day-to-day tasks and prioritizing work. Interpersonal Skills: Friendly, positive attitude, professional, and approachable demeanor when interacting with customers, vendors, and team members. Diplomacy in handling sensitive or challenging conversations and situations.Technical Skills: Proficiency in Microsoft 365 (Outlook, Word, Excel) and familiarity with CRM, ERP systems (Spire would be an asset), and Adobe Acrobat. Strong organizational and filing skills, both physical and digital.Administrative Processes: Understanding of general office procedures, including document management, scheduling, and supply ordering. Knowledge of invoicing, service coordination, and customer service practices.Customer Service: Strong grasp of customer service principles, ensuring a positive experience for customers through professional and timely responses to inquiries and service requests. Demonstrate empathy and understanding.Adaptability: Ability to adjust to changing priorities, manage sudden issues or tasks, and remain flexible in a fast-paced environment.Confidentiality: Ability to manage and protect sensitive information related to customers, vendors, and internal operations with discretion.Organization and Prioritization: Ability to stay organized, manage competing tasks, and ensure all responsibilities are handled in a timely manner. Resilience Under Pressure: Capability to handle stressful situations, manage high workloads, and maintain professionalism and composure at all times.QUALIFICATIONS The preferred candidate will have a college diploma in office administration, business administration, or an equivalent field, along with at least two (2) years of experience in a receptionist or administrative assistant role. At minimum, the candidate must have a high school diploma or GED, with at least five (5) years of relevant work experience in administrative support. Other equivalent education and experience will also be considered. The ideal candidate will be highly proficient in Microsoft Office 365, particularly Outlook, Word, and Excel. Experience with electronic calendar management, Adobe Acrobat, and familiarity with Customer Relationship Management (CRM) systems or Enterprise Resource Planning (ERP) software, such as Spire, would be advantageous. Knowledge of virtual communication tools like MS Teams, Zoom, and WebEx, as well as strong internet research skills, are essential. The candidate should also be familiar using a switchboard/multi-line phone system, and familiar using standard office equipment, including printers, photocopiers, faxing etc. Key skills required include strong organizational and multitasking abilities, excellent written and verbal communication, and professional phone etiquette. The candidate must be able to interact effectively with internal and external stakeholders, prioritize tasks, manage time efficiently, and meet deadlines. The ability to handle sensitive information with discretion, flexibility to adapt to changing priorities, and thoroughness in completing tasks with a high level of accuracy and attention to detail are essential. The candidate should also have strong problem-solving skills, a proactive approach to tasks, and the ability to work both independently and collaboratively with others. A polished and professional demeanor is expected, along with a willingness to continuously improve skills and stay updated on industry trends. Experience or skills in coordinating projects is a valuable asset.A.J. Stone Company Ltd. offers a competitive salary and benefits package. Salary is determined based on qualifications, experience, and suitability for the role. The current range is from $48,000 to $58,000 however we will compensate based on qualifications and experience.To explore this opportunity further, please forward both a cover letter and resume (cover letter is a requirement) quoting "Receptionist/Administrative Assistant" to the attention of:Michelle O’HaraVice President of OperationsA.J. Stone Company Ltd.