Receptionist & Office Coordinator

7 months ago

Toronto, Canada Ensemble Full time

**Ensemble Travel Group** is a leading travel agency consortium of top-tier agencies throughout the U.S. and Canada that was established in 1968. Acquired by Navigatr Group in June 2022, Ensemble provides members with access to exclusive offers, unique hosted tours, partnerships and superior marketing opportunities with best-in-class suppliers, and proprietary travel platforms such as ADX that offers agents instant commission visibility, one click insurance and more to improve efficiencies and earnings. Ensemble maintains offices in Toronto and New York.

The Receptionist & Office Coordinator is responsible for providing superior customer service to co-workers, callers, and visitors to the office. As the "face" of the Company, the Receptionist takes pride in their position, makes it their own and looks to make the administrative operations of the role as efficient as possible. This position includes primary responsibility for main floor reception/general clerical support; shipping/receiving; facilities administration; special office projects, support to the HR Department, and other duties as assigned.

**Responsibilities**:

- Act as the primary receptionist for the Organization
- Receive and direct incoming calls and faxes on a multi-line Phone system
- Welcome visitors and clients in a polished, professional and friendly manner
- Event/Meeting support including but not limited to booking boardrooms, arranging catering requests
- Maintain office/cell phone lists and management of security passes to include requests for issuance and maintaining active card lists
- Continuous input and development of Receptionist's Handbook outlining all processes and procedures, and contacts as a reference tool for the position
- Administrative support to Executives and Human Resources when required
- Assist the Social Committee and help with employee events when required

**Facilities Administration / HR Support**
- Primary contact with the Property Management Company for the building - security/facilities/cleaning staff/Property policy adherence
- Manage office and kitchen supplies for all floors to ensure office is adequately stocked and administrative spend is kept to a minimum
- Primary contact for office related vendors (coffee/printers etc.)
- Conduct supply inventories and audit vendor invoices and deliveries for accuracy and savings potential on an annual basis
- Help with assignment and maintenance of office furnishings
- Tidy and maintain stationary room, meeting rooms, public areas and kitchens throughout the day
- Training of interns and reception relief staff when required
- Assist with Employee Orientation (Folders/supplies/business cards/nameplates/directory updates)
- Assist HR with Org Chart Management and Active Directory Audits

**Shipping/Receiving**
- Collect and distribute mail, manage postage meter operation, handle incoming and outgoing courier packages
- Drop outgoing mail in post box
- Ensure all shipping documents are correctly completed
- Review courier invoices to ensure accuracy

**Qualifications**
- Minimum of 3 years receptionist or administrative assistant experience
- Exceptional telephone manner and interpersonal skills with the ability to provide exemplary customer service in all situations to both internal and external clients
- Intermediate level skills with Microsoft Office Products - PowerPoint/Excel/Word/Teams
- A positive, professional and friendly manner
- Proactive with ideas to improve efficiency and in taking ownership of the role
- Excellent organization and communication skills (both verbal and written), with an ability to work well under mínimal supervision
- Ability to manage multiple projects and work in a fast-paced team environment
- Superior attention to detail with emphasis on accuracy and quality
- Self-motivated team player with a positive, "can-do" attitude and demonstrated work ethic
- Punctual, reliable, dependable, takes ownership of the role
- Intermediate to advanced computer skills, comfort with technology and varying databases

**Working Conditions**
- Full-time, office-based position (2 Queen Street E, Toronto)
- Able to occasionally lift items as heavy as 50 lbs.
- Manual dexterity required to use desktop computer and peripherals.

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