Front Desk Coordinator

3 weeks ago

Mississauga, Ontario, Canada QuadReal Full time

About Quad Real Property Group

Quad Real Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. With a total of $77.6 billion in assets under management, the company has expanded its capabilities to invest in equity and debt in both the public and private markets.

As a full-service real estate operating company, Quad Real invests directly, via programmatic partnerships, and through operating platforms in which it holds an ownership interest. The company aims to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves.

Role Overview

The Office Services team is a vital part of the Mississauga office, providing full reception, customer service, and administrative support. As the first point of contact for all visitors, clients, and colleagues, the Office Services team is responsible for promoting the company's values and service excellence in all activities and duties.

Responsibilities

  1. Answer all calls, both internal and external, and direct them to the appropriate person.
  2. Meet and greet all visitors to reception and announce their arrival to the appropriate contact.
  3. Assist visitors as required, including printing, sending faxes, and providing other forms of support.
  4. Manage access cards and parking passes.
  5. Coordinate with EAs/Administrators regarding external catering services and assist when needed.
  6. Coordinate with EAs/Administrators to ensure meeting rooms are kept tidy and in a suitable condition at the end of each meeting.
  7. Manage the meeting room calendars, assist in finding space, resolve space conflicts/requirements, and help book meeting rooms for both client and internal meetings.
  8. Update the Office Services Calendar and Team Chat with relevant information to ensure smooth and efficient reception backup/coverage.
  9. Coordinate with IT to ensure equipment is functioning in all meeting rooms and that they have up-to-date IT guides.
  10. Monitor the Office Services inbox and circulate requests to relevant team members.
  11. Maintain kitchens.
  12. Prepare and process courier requests for local, national, and international packages.
  13. Process expenses and invoices through Perceptive Content/Workday to ensure timely payment of suppliers.
  14. Prepare and circulate office announcements for upcoming events, office maintenance, and general reminders.
  15. Order and distribute the weekly fruit deliveries for the Corporate office.
  16. Assist the office services team with planning events.

Experience and Qualifications

The ideal candidate will have previous experience in a related reception, customer service, and administrative role. They must be able to communicate effectively, both verbally and in writing, and develop and sustain cooperative working relationships with clients, tenants, and internal staff. The ability to exercise confidentiality is essential. Additionally, the candidate should be able to work effectively across time zones, allocate time effectively, work under pressure, and manage tight deadlines.

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