Corporate Service Mail/Reception Specialist

IST Management Services•Mississauga , ON

1d•Onsite

About The Position

We are seeking our next new team member at IST Management in Mississauga, Canada. The Corporate Services Specialist plays a key role in delivering exceptional workplace experience by providing seamless, customer-focused support across reception, mailroom operations, and general corporate services. This role ensures employees, visitors, and vendors receive timely assistance, all correspondence and packages are handled efficiently, and office operations run smoothly. The ideal candidate is professional, organized, proactive, and thrives in a fast-paced corporate environment.

Requirements

Strong organizational and communication skills
Ability to multitask and adapt to interruptions
Experience in mailroom, reception with administrative support preferred
Moderate skill level in Microsoft Outlook, Word and Excel
Friendly, professional demeanor with a customer service mindset
High school diploma or equivalent
Professional appearance and demeanor
Excellent communication skills both verbal and written
Ability to effectively work individually or in a team environment
Competency in performing multiple functional tasks
Ability to meet employer's attendance policy
A valid driver's license and/or access to reliable transportation to and from work
Legal authorization to work for any employer in Canada
Strong attention to detail and date input
Walking for extended periods of time
Standing for extended periods of time
Accurately with with speed on a keyboard
Must be able to lift and carry weights up to 50 lbs
Reaching, stooping and bending

Responsibilities

Sort, log, and distribute incoming mail, courier deliveries, and interoffice correspondence
Receive and all log incoming cheques delivered in accordance with the existing inbound cheque process
Deposit cheques daily or according to established schedules using approved methods of deposit (bank runs or electronic deposit)
Prepare outgoing mail and packages; arrange courier pickups and track shipments
Maintain accurate mailroom logs and ensure all packages are delivered promptly
Oversee mailroom supplies and inventory, including envelopes, labels, and packaging materials
Manage corporate shipping accounts and liaise with vendors (FedEx, UPS, Purolator, Canada Post, etc.)
Follow security and confidentiality protocols for sensitive or confidential documents
Serve as the first point of contact for employees, guests, and external partners, ensuring a professional and welcoming environment
Manage the visitor sign-in system, issue badges, and coordinate temporary access
Respond to incoming calls, emails, and inquiries, route messages to appropriate personnel
Coordinate meeting room bookings and assist with event setup as needed (approval, scheduling, capacity, AV support and event set-up)
Maintain the reception area to ensure cleanliness, safety, and readiness for guests
Support onsite events, training sessions, and corporate meetings as needed
Assist with facilities-related tasks such as submitting work orders, monitoring common areas, and coordinating maintenance requests
Support office space coordination, desk assignments, ergonomic requests, and employee moves
Maintain inventory of office supplies, kitchen supplies, and consumables, and coordinate orders and restocking
Provide general administrative support to departments as required
Collaborate with onsite Security, IT, and Facilities teams to ensure smooth daily operations