Front Desk Receptionist

2 months ago

North York, Canada Terracap Management Inc Full time

**POSITION: Front Desk Receptionist - Summer Student**

**DEPARTMENT: Operations**

**REPORTS TO: Vice President, Operations / Executive Assistant**

**TERM: May 2024 to August 2024**

**COMPANY BACKGROUND**

The Terracap Group of Companies is a private equity real estate group based in Toronto. Our diverse portfolio encompasses over 4 million square feet of real estate across North America. The portfolio includes multi-residential, mixed use, hospitality, retail, and office as well as future development lands. Terracap delivers notable value enhancement through strategic acquisitions / investments, professional property & asset management, development, construction management, leasing and related services. Terracap’s investors represent some of the top-tier business leaders and high net worth families in both Canada and the United States.

**POSITION OVERVIEW**

**KEY RESPONSIBILITIES**

**General Reception Management**:

- Greet visitors, offer beverage, confirm parking requirements, and notify person they are meeting.
- Keep reception area neat and tidy with a keen eye to organization, including periodic wipe downs.
- 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.

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

- Manage Boardroom bookings in Outlook.
- 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.
- 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**
- Previous experience working in a professional office.
- Currently enrolled in a post-secondary education program (preferred).
- Keen interest in real estate or property management.
- Strong communication skills, both verbal and written.
- Ability to multitask and prioritize tasks effectively.
- Proficiency in Microsoft Office suite, particularly Outlook, Excel, and Word.
- Comfortable working in a fast-paced environment with meticulous attention to detail.
- Self-motivated with the ability to work independently.
- Problem-solving skills and ability to make quick decisions.
- Positive attitude and ability to thrive under pressure.
- Excellent interpersonal skills and ability to build relationships.

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

**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, Fixed term contract, Seasonal

Pay: $19.00 per hour

Expected hours: 40 per week

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: 1 year (required)
- Receptionist: 1 year (required)
- Microsoft Office: 2 years (required)
- Customer service: 1 year (required)

Work Location: In person

Application deadline: 2024-05-01

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