Office Administrator

2 weeks ago

Toronto, Canada Epic Investment Services Full time

**POSITION**:
At Epic Investment Services, the Office Administrator is the front desk support person and will act as the first point of contact to our office team members, visitors, clients, representing the company in a professional, positive, and helpful way. An exciting opportunity for an initiative-taker, who has excellent customer service experience and can work independently and as part of a team and who thrives in a fast-paced environment.

**RESPONSIBILITIES**:
Front Desk:

- Greet all clients and visitors with courtesy and professionalism
- Escort visitors to meeting rooms, and offer coffee/water etc.
- Ensure the reception area, board rooms, and meeting rooms are neat and tidy throughout the day
- Answer telephones and direct calls or take messages as appropriate
- Pick up mail from central location daily for sorting and distribution
- Efficiently manage all incoming and outgoing courier packages by sorting and distributing
- Being aware that this is an office support position, not a hybrid or work from home position
- Other duties as assigned

Office Administration:

- Organize and manage an online system for board/meeting room scheduling, and assist/coordinate as required
- Assist the Executive Assistant, maintaining an inventory of all office and kitchen supplies, monitoring status regularly and order supplies as required on a timely basis
- Assist with monitoring and reporting of the administration department budget for office and kitchen supplies, and services; prepare reconciliations as required
- Order business cards for all new employees, and current employees when requested
- Maintain an accurate and current corporate contact list
- Contact building staff to resolve issues as required through the online property support system
- Maintain kitchens daily, checking to ensure there’s a constant supply of coffee, milk etc., and ensuring cleanliness of the kitchens
- Monitor all office printers for ink & toner usage and replacement
- Ensure the photocopy machine and the stationary rooms are always clean and tidy, with adequate supplies
- Maintain and monitor the shredders throughout the office and coordinate with the shredding company for pickups and deliveries
- Assist the HR Team with general onboarding of new employees by creating welcome packages and maintaining an up-to-date internal employee contact list
- Assist with organization of carpet cleaning, and maintenance of plants in the office
- Assist with the preparation and processing of expense reports for allocated team members through the expense reporting system
- Other duties as assigned

Events:

- Organize ad-hoc requests for catering needs with internal team meetings and other office events
- Assist with planning and coordinating social events for the company throughout the year locally and nationally
- Assist with head office company event planning as required, including venues, catering, invitations, and other arrangements
- Assist with any office re-organization and expansion projects when required

Support to Executives & Executive Assistants:

- Provide strong support to the Executive Assistants (“EA’s”), helping with the Executive Leadership Team’s (“ELT”) requests and requirements
- Provide administrative support to members of the ELT including setting up meetings (internally/externally) and booking meeting rooms, photocopying, printing etc.
- Provide support and coverage to ELT during the EA’s vacations
- Asist the ELT with travel & hotel bookings when required
- Other duties as assigned

**QUALIFICATIONS**:

- Minimum 2 years’ related experience including reception, administration, and office services and customer support
- Exceptional ability to multitask and prioritize heavy workload independently
- Projects a positive, enthusiastic attitude and a commitment to service excellence
- Ability to work independently and take personal responsibility for work, but to also work collaboratively as a member of a dynamic team
- Strong oral and written communication skills
- Ability to draft professional correspondence and to create effective reports and presentations from raw material
- Demonstrated proficiency with Microsoft Word, Outlook, PowerPoint, and Excel. Canva/design experience is an advantage
- Demonstrates thoroughness, timeliness, and a strong attention to detail
- Dependable and reliable with respect to both attendance and timely completion of work

About Epic Investment Services

Epic is a fully integrated real estate management platform providing asset, investment, and property management services to institutional, wealth managers and high-net worth investors. Headquartered in Toronto, Canada, Epic has over $13 billion in assets under management across Canada and the U.S. comprised of 22 million square feet of office, retail, industrial and multi-family residential properties.

We sincerely appreciate the interest of all applicants, however only those selected for an interview will be contacted. **N

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