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Front Office Coordinator Administrative Toronto, Ontario
3 months ago
THE ROLE
The Front Office Coordinator will report into the Office Manager and will be responsible forthe overall front desk activities and experience of employees and guests as they enter Boat Rocker’s head office. They will ensure it is a safe and accommodating space, that meets the needs of the organization and its employees in compliance with health and safety standards. The Front Office Coordinator represents the face of the company and builds strong business relationships with stakeholders, vendors, staff, and team members while promoting outstanding attention to customer service.
RESPONSIBILITIES
Front Desk
- Welcome and greet clients, guests and employees whilst observing front door protocols.
- Answer inquiries acting as client services and provide exceptional customer service.
- Responsible for maintaining, stocking, and tidying the employee/guest lounge and café area.
- Prepare coffee/beverage/snack service and complete daily maintenance for coffee machine.
- Assist with studio events, including coordinating catering, set up, tear down, and overall support.
- Manage visitor sign-in logs and NDAs, and ensure appropriate parties are notified when guests/clients arrive.
- Monitor voicemails and redirect messages to appropriate parties.
- Manage, monitor, and coordinate boardroomcalendarsdaily.
- Work closely with admin assistants and all departments ensuring their boardroom and meeting needs are covered.
- Operate office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
- Assist with onboarding orientation, wayfinding and other duties as directed by the Office Manager.
- Sort and process incoming mail/packages, and store or deliver to appropriate recipients in a timely manner.
- Requestvarious (FedEx, Zap, Purolator, etc.) courier pickups,andcoordinate outgoing couriers for ground transportation, outgoing mail, and packages.
- Packageand labelenvelopes and mail and prepare physical packages for shipments.
- Post mail at Canada Post/FedEx and pick up missed deliveries at Penguin.
- Manage inventory of all shipping supplies from stamps to packaging.
- Maintain expense tracker of shipments with corresponding charges.
- Assistwith administrative tasks for IT, HR and Finance departments as needed.
- Maintain manual and electronic filing systems.
- Monitor fax line and redirect messages as needed.
- Assist with distribution of office supplies, swag, gifts, and equipment.
- Responsible for cleanliness and organization of office supply cabinets and storage rooms.
- Assist with A/V presentations on video display wall as directed.
- Assist with distribution and collection of physical keys, security cards, and fobs.
- Participate as a Health and Safety representative, Fire Warden and First Aid.
- Collaborate with the office operations team to ensure high levels of cleanliness, safety, and hygiene are maintained as well as identifying hazards and addressing problems.
QUALIFICATIONS
- 2+ years of experience in customer service, front desk, or hospitality environment.
- Competent with MS Office suite of applications, SharePoint, and Zoom.
- Must be able to lift up to 50 lbs.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Regularly show initiative and drive, as a self-starter able to get the job done.
Boat Rocker is committed to hiring and supporting diverse candidates. We strongly encourage applications from people who identify as being part of an under-represented and equity-deserving group. This would include people whoidentify as racialized, Black, Indigenous, women, LGBTQ2SI+, and having a disability among others. We also recognize the importance of intersectional identities in our hiring and retention.
Boat Rocker Media is committed to providing an inclusive and accessible candidate experience. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.
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