Front Desk Receptionist

2 months ago

North York, Canada Terracap Management Inc Full time

**Position**: Front Desk Receptionist

**Department**: Operations

**Reports to**: Vice President, Operations / Executive Assistant

**Salary Range**: $45,000-$50,000

**KEY RESPONSIBILITIES**

**General Reception Management**:

- Greet visitors, offer beverage, confirm parking requirements, record contact tracing details and notify person they are meeting.
- Keep reception area neat and tidy with a keen eye to organization, including periodic wipe downs in accordance with COVID protocols.
- Manage and record all incoming and outgoing deliveries by mail and courier, including cheques to be delivered or picked up.
- Open, record and distribute incoming mail and stamp and deliver outgoing mail, including post office visits to send registered mail as required.
- Manage office electronic access ensuring schedule changes are required.
- Maintain and update general information listings for staff contacts, investor contacts, charge codes, keys etc.
- Log staff attendance, temperature readings etc.
- Manage requests to building services for HVAC, lighting, plumbing, security, etc.
- Provide back up for Executive Assistant during absence and as required.
- Assist with general filing and other office tasks, as required.

**Administrative Duties**:

- Manage property chargebacks for all services including copying, mail and courier;
- Minor personal administrative duties on behalf of CEO (weekly newsletter printing, online orders, etc.).
- Provide assistance to and coverage for Executive Assistant to CEO as required (overflow duties, vacation coverage, etc.).
- Monitor and provide support for CEO’s calendar and communications to assist EA.

**Office Equipment**:

- Maintain all copier, fax, shredding and postage machines ensuring that service calls are put in as required, regular maintenance is scheduled and supplies are filled regularly, with all received items received distributed promptly.
- Disinfect all touch surfaces of shared equipment twice daily, or as required.

**Shared Facilities/Rooms Bookings and Upkeep**:

- Manage Boardroom bookings in Outlook.
- Disinfect all shared rooms after use wiping down all touched surfaces including door handles and telephones.
- Manage kitchen duties, including dishwasher, general cleanup including wiping down of small appliances, descaling coffee machine and kettle, etc.
- Maintain off site storage facility inventory and assist with management of items, purging as instructed.

**Procurement**:

- Maintain inventory of all items required for office, kitchen and cleaning supplies, including necessary PPE for COVID protection.
- Maintain stationary inventory including business cards as required.
- Ensure that competitive pricing is achieved for all orders placed.
- Manage appropriate funding in postage machine.

**QUALIFICATIONS**
- Excellent verbal and written communication skills.
- Ability to be assertive while maintaining a professional demeanor.
- Strong time management with ability to manage multiple demands.
- 3-5 years’ experience working in a professional office.
- Computer literacy in Microsoft Office with strong knowledge of Outlook, Excel and Word.
- Exposure to Yardi Property Management software and Worldox document handling software is preferred.
- Experience of working in a fast-paced environment, with meticulous attention to detail, accuracy, and strong organizational skills.
- A motivated, resourceful, self-starter who can work independently with mínimal direction.
- Confidence in making quick decisions and solving problems.
- Remains positive and thrives in high pressure and stressful situations.
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources.

**PHYSICAL EFFORT / WORK ENVIRONMENT**
- Prolonged periods of sitting at a desk.
- Able to lift at least 5lbs but does not exceed 15 lbs.
- This role may require overtime.**_

**ACCOMMODATION**

The Terracap Group of Companies is an equal opportunity employer. All qualified applicants are considered without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender, sexual orientation, age, marital status, physical or mental handicap, or financial ability.

**CONTACT US**

If you are looking for an outstanding challenge and an opportunity to work with an exceptional Team, and you believe you fully meet or exceed the qualifications outlined above, then we want to hear from you

**Job Types**: Full-time, Permanent

**Salary**: $45,000.00-$50,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- North York, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative: 3 years (required)
- Receptionist: 3 years (required)
- Microsoft Offi

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