Front Office Administrator

6 months ago

Toronto, Canada Canada Infrastructure Bank Full time

Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB’s mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.

The **Front Office Administrator / Receptionist - Bilingual** provides front line reception in the office and for the main general enquiry phone line. The Front Office Administrator / Receptionist - Bilingual provides administrative, clerical, and operational support.

**Responsibilities**:

- Receive and respond to in-person, written or phone enquiries received in English or French in a professional manner, screening and/or transferring as appropriate
- Coordinate incoming and outgoing mail and courier packages with discretion and confidentiality
- Sign for packages and access cards
- Liaise with building management for maintenance and other duties as required
- Monitor office, pantry and printer supply levels and order/reorder as required
- Arrange regular maintenance of HVAC, fire extinguishers, coffee machine and water cooler filter
- Ensure common areas, kitchen and meeting rooms are well maintained and kept clean
- Prepare presentations and other materials, photocopying, scanning, and binding as required
- Maintain electronic and paper files
- Prepare expense reports
- Establish positive and productive relationships with administrative counterparts within the CIB, and in Infrastructure Canada and other departments or Crown Corporations as required
- Liaise with I.T. support to resolve any technical issues
- Assist with onboarding and offboarding of staff such as ordering access cards and hardware
- Maintain the CIB health and safety measures including participation as a member of the Joint Health and Safety committee and Fire Warden
- Other general office administrative duties and special projects, as required

Your ideal profile
- Must be fluently bilingual in English and French, both oral and written
- College diploma or equivalent in addition to related work experience
- Minimum 3 years’ experience in a front-line reception role and in supporting senior executives and interacting with senior individuals from other organizations
- Financial services industry and/or public sector experience is a definite asset
- Experience that demonstrates outstanding judgment and organizational skills with attention to details, the proven ability to handle confidential information with discretion, ability to manage and prioritize various competing demands, and the highest level of client service and response
- Excellent ability to communicate effectively both orally and in written form
- Flexible and willing; a “can do” attitude and ability to demonstrate support for and deal with continuous change
- Service-orientation, high degree of client focus
- Well organized and able to prioritize and manage multiple tasks in a fast-paced environment while maintaining a high level of attention to detail
- High level of tact, diplomacy and discretion in dealing with highly confidential, sensitive information and interactions
- Use sound judgment to know when to escalate potential problems, sensitive issues, etc.
- Proactive, with the ability to anticipate needs
- Decisive and resourceful with the ability to identify, analyze and respond to difficult situations or requirements and to solve problems
- Ability to build effective, trusting relationships across the organization
- Ability to work effectively in teams/groups
- Takes personal accountability for delivery of results and achieving outcomes
- We thank you for your interest. Only those selected for further screening or an interview will be contacted._

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