Reception and Administration Officer

1 month ago

Vaughan, Ontario, Canada J Dass Full time

Company Overview:

J Dass is a proud Canadian family-owned enterprise with over three decades of experience in the metal, construction, development, real estate, hospitality, and retail sectors. Our founder, J Dass, established the business on a foundation of dedication and a commitment to delivering exceptional service to our clients. From humble beginnings in retail, we have grown into a multifaceted organization involved in industrial and commercial development, including hotels, banquet facilities, and residential high-rises.

Position Summary:

We are seeking a dependable Receptionist / Administrative Assistant to perform various administrative duties, ensuring that our team operates smoothly and efficiently. The ideal candidate will possess a strong work ethic, meticulous attention to detail, and the ability to prioritize tasks while working independently. This role is crucial in maintaining the seamless operation of our offices and contributing to our ongoing growth.

Key Responsibilities:
  • Facilitate office activities and operations to ensure efficiency and adherence to company policies.
  • Oversee administrative personnel and allocate responsibilities to optimize performance.
  • Coordinate schedules, travel arrangements, and appointments.
  • Manage incoming calls and correspondence, including emails, letters, and packages.
  • Maintain and update records and databases related to personnel, finances, and other relevant information.
  • Monitor office supply inventory and place orders as needed.
  • Prepare and submit timely reports, presentations, and proposals as required.
  • Provide assistance to colleagues as necessary.

Reception and Administrative Duties:

  • Greet and direct visitors and clients, professionally addressing their inquiries and reasons for visiting.
  • Handle phone calls by answering, screening, and transferring as appropriate.
  • Organize meetings, travel, and events for the team.
  • Support company operations by maintaining office systems and supervising staff.
  • Ensure efficient office services by organizing operations and procedures, managing mail and correspondence, designing filing systems, and monitoring clerical functions.
  • Establish procedures for the retention, protection, retrieval, transfer, and disposal of records.
  • Implement office policies by setting standards and procedures, measuring outcomes, and making necessary adjustments.
  • Schedule and assign tasks to employees, following up on work results.
  • Keep records of maintenance services and inform relevant departments as needed.
  • Coordinate scheduling and appointments for candidate interviews and maintain tracking.
  • Ensure the reception area and meeting rooms are well-maintained at all times.
  • Act as a liaison among various professionals within the office.

Qualifications:

  • Demonstrated experience in administrative or office support roles.
  • Familiarity with office management systems and procedures.
  • Exceptional time management skills with the ability to multitask and prioritize effectively.
  • Strong attention to detail and problem-solving capabilities.
  • Excellent communication and interpersonal skills.
  • Proficient in written and verbal communication.
  • Strong organizational and planning abilities.
  • A minimum of 2 years of relevant experience.
  • High school diploma or equivalent; a college degree is preferred.
  • Experience in a specific industry is advantageous.
  • Proficient in Microsoft Office Suite and various phone systems.

Work Schedule: Full-time, permanent position from 8 am to 5 pm.

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