Office Assistant

2 weeks ago

Toronto, Ontario, Canada Quintessence Wealth Full time $45,000 - $65,000 per year

We are looking for a highly organized, organized, and proactive team player who takes pride in creating a welcoming and smooth functioning office. You'll be the first point of contact for guests and staff—someone who greets visitors with a smile, keeps our reception area and staff kitchen running smoothly, and ensures everyone feels at home. The ideal candidate enjoys maintaining an inviting environment, has an eye for detail, and is comfortable juggling a mix of front-desk and facilities upkeep along with some administrative tasks. The ideal candidate will be a detailed oriented multi-tasker with excellent communication skills. This is an in-office role working each day from 8 – 4. Reception and Front-Office Responsibilities

  • Provide reception presence by greeting visitors, new hires, and vendors, maintaining a friendly and professional presence. Includes answering calls, and directing inquiries.
  • Serve as the first point of contact for visitors.
  • Handle incoming phone calls for general office inquiries and visitor coordination.

Correspondence Duties

  • Handle incoming and outgoing mail, faxes, and courier packages.
  • Manage tickets related to return mail issues and user access requests administration.

Office and Facility Management

  • Support the IT team with new HQ employees onboarding with their laptop and assist with their initial login.
  • Coordinate and oversee office maintenance to ensure a safe, clean, and professional environment.
  • Prepare refreshments for and guests and arrange catering services for meetings and events.
  • Ensure the boardrooms and office space are kept clean, organized, and presentable at all times.
  • Responsible for organization and cleanliness of the kitchen including any appliances and supplies.
  • Order and restock general office supplies and kitchen items as necessary.

Access and Security Management

  • Arrange and maintain security passcards for all employees, including onboarding/offboarding updates across the QW HQ and regional offices.
  • Manage the allocation and renewal of parking passes for staff and visitors.

Administration Duties

  • Support administrative processes for return mail and electronic delivery setup/changes

Safety and Emergency Preparedness

  • Serve as Fire Warden, ensuring preparedness and leading evacuations in emergency situations.
  • Participate in training and emergency protocol updates as needed.

Other Duties

  • Take on additional responsibilities as assigned, contributing to team support and operational effectiveness.
  • Liaise with external vendors and service providers as required.

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