Front Office Coordinator

4 weeks ago

Toronto, Canada Boat Rocker Media Full time

**THE ROLE**

The **Front Office Coordinator **will report into the **Office Manager **and will be responsible for** **the 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.
- Manage, monitor, and coordinate boardroom calendars daily.
- Work closely with admin assistants and all departments ensuring their boardroom and meeting needs are covered.
- Assist with onboarding orientation, wayfinding and other duties as directed by the Office Manager.

**Mail and Couriers-Shipping and Receiving**
- Sort and process incoming mail/packages, and store or deliver to appropriate recipients in a timely manner.
- Request various (FedEx, Zap, Purolator, etc.) courier pickups, and coordinate outgoing couriers for ground transportation, outgoing mail, and packages.
- Package and label envelopes 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.

**Administration and Operations**
- Assists with 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.

**Security
- Health and Safety**
- 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.
- 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.

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