Administrative Support Specialist

4 weeks ago

Mississauga, Ontario, Canada QuadReal Full time
Job Summary

The Receptionist role at Quad Real Property Group is a key position that requires excellent communication and organizational skills. As the first point of contact for all visitors, clients, and colleagues, the successful candidate will be responsible for providing full reception, customer service, and administrative support to the Mississauga office.

Key Responsibilities

- Answer all calls, both internal and external, and direct them to the appropriate person
- Meet and greet all visitors to reception and announce their arrival to the appropriate contact
- Assist visitors as required, including printing, sending faxes, and managing access cards and parking passes
- Liaise with EAs/Administrators regarding external catering services and assist when needed
- Coordinate with EAs/Administrators to ensure meeting rooms are kept tidy and in a suitable condition at the end of each meeting
- Manage the meeting room calendars, assist in finding space, resolve space conflicts/requirements, and help book meeting rooms for both client and internal meetings
- Update the Office Services Calendar and Team Chat with relevant information to ensure smooth and efficient reception backup/coverage
- Coordinate with IT to ensure equipment is functioning in all meeting rooms and that they have up-to-date IT guides
- Monitor the Office Services inbox and circulate requests to relevant team members
- Maintain Kitchens
- Prepare and process courier requests for local, national, and international packages
- Process expenses and invoices through Perceptive Content/Workday to ensure timely payment of suppliers
- Prepare and circulate office announcements for upcoming events, office maintenance, and general reminders
- Order and distribute the weekly fruit deliveries for the Corporate office
- Assist office services team with planning events, such as the annual Holiday Party, Breakfast with Santa, and Pop-up Events
- Other duties as assigned

Requirements

- Previous experience in a related reception, customer service, and administrative role
- Ability to communicate effectively, both verbally and written
- Ability to develop and sustain cooperative working relationships with clients, tenants, and internal staff; ability to exercise confidentiality
- Experience working effectively across time zones
- Ability to allocate time effectively, work under pressure, and manage tight deadlines
- Handle multiple demands, competing priorities, and adapt to new ideas and constant changes
- Be an effective resource and flexible in adjusting to changing work priorities

Quad Real Property Group is an equal opportunities employer and welcomes applications from diverse candidates. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name, and your preferred method of contact.

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