Receptionist/Administrative Assistant

BGO Real Estate•Toronto, ON

5d•Onsite

About The Position

The Office Services Receptionist/Administrative Assistant is a vital role to the efficient operation of this busy corporate office. A candidate with a pleasant and professional demeanor, strong communication and interpersonal skills and the ability to perform multiple tasks in an environment with dynamic priorities is essential in this role. The Office Services Receptionist/Administrative Assistant is the first point of contact for all BentallGreenOak guests and clients. This role is the face and voice of the organization and plays an important role in the representation of BentallGreenOak. This role will be based out of 1 York St. Toronto, and will be reporting to the Office & Facilities Manager. The candidate is expected to be in the office from Monday to Friday, between 8:30am – 5:00pm.

Requirements

1-year of related office experience in a fast-paced environment
High school diploma supplemented with post-secondary courses
Relationship Skills – Strong communication skills, oral and written; able to develop and sustain cooperative working relationships with customers and employees of all levels; able to work with a variety of personalities; team player; pleasant and professional phone manner
Organizational/Multi-Task Skills – Ability to allocate one’s time effectively; handle multiple demands and competing priorities; detail-oriented and accurate
Computer Skills – Basic to intermediate skills in Word, Excel, Outlook, good typing skills (50wpm), knowledge of JD Edwards an asset
An appropriate sense of urgency and ability to prioritize workload.
Good communication skills and a polished and professional demeanour and appearance.
Extremely punctual, reliable and committed to their position.

Nice To Haves

knowledge of JD Edwards an asset

Responsibilities

General reception: answering, screening, and directing phone calls appropriately in a courteous and professional manner
Be familiar with office personnel and their functions to ensure that inquiries are directed appropriately
Maintain and manage Outlook boardroom calendars – know when to expect people coming in for meetings and notifying the appropriate internal department of guest arrival. Provide assistance when meetings room bookings need to be adjusted.
Manage the sending and receiving of mail and courier packages: Request courier pickups and coordinate all incoming/outgoing couriers, package and label envelopes and mail; track courier charges; prepare and/or courier electronic or physical packages
Sort and distribute incoming mail; fax/courier/scan mail to appropriate recipients where required
Post mail at Canada Post/FedEx
Assist with ordering, receiving and organizing office supply orders and sort for distribution.
Word processing and related daily correspondence in Microsoft Word and Excel.
Assist with processing invoices and expenses.
Assist with overflow administrative duties as required.
Assist with photocopier/fax/postage machine and office equipment service, including placing the service calls when required.
Other duties as required.
May be required to work outside of preferred office hours on occasion.