Receptionist & Administrative Coordinator

Kids Help Phone•Toronto, ON

11d•CA$50,000 - CA$54,900•Hybrid

About The Position

The Receptionist & Administrative Coordinator is responsible for providing front-line office support and day-to-day administrative coordination for the Toronto and Montreal offices, as well as providing administrative support to two executives. This role ensures a smooth, welcoming, and well-functioning workplace by managing reception duties, supporting executive administration, coordinating office operations, and assisting with basic facilities-related activities. The role works closely with internal teams and external vendors to enhance overall employee experience and operational efficiency.

Requirements

Post-secondary education (college diploma or equivalent experience preferred)
Minimum 3 years of experience in reception, administrative support, or office coordination
Strong organizational skills with high attention to detail
Professional, approachable, and service-oriented demeanor
Excellent verbal and written communication skills
Ability to manage multiple priorities and respond proactively
Strong problem-solving abilities and sound judgment
Proficiency in Microsoft Office (Outlook, Word, Excel, Teams)
Ability to handle confidential information with discretion
Calm and adaptable in a fast-paced or changing environment

Nice To Haves

Experience supporting office operations or facilities coordination is an asset
Bilingual French and English is an asset

Responsibilities

Answer and direct incoming phone calls; take messages and distribute to appropriate staff
Manage general reception inquiries and warmly greet visitors
Receive, sort, and distribute incoming mail and deliveries
Coordinate outgoing shipments (Purolator, Canada Post, Road Runner), including generating waybills and arranging pickups (temporary/shared support as applicable)
Support, when needed, with courier shipments related to IT equipment returns or replacements (e.g., for offboarding, leaves, or swaps)
Monitor “Contact Us” inbox daily and route to appropriate internal stakeholders for investigation and response
Provide administrative support to two executives, ensuring effective day-to-day coordination
Manage and maintain executive calendars, including scheduling meetings, securing appropriate meeting rooms and managing conflicts
Support scheduling for group meetings that require additional logistics
Supports in person meetings, offsites, and workshops
Coordinates presentation setup as required (screen display, materials etc).
Process and submit executive expenses
Support department credit card reconciliation on a monthly basis
Provide coordination for team initiatives as required
Maintain and replenish central office supplies, as required.
Support staff with space setup for meetings and events (e.g., press conferences, board meetings)
Arrange additional cleaning services for high-traffic events
Manage locker assignments and reassignments
Support workstation booking system (Condeco or equivalent)
Act as a point of contact for building-related issues (Toronto and Montreal), liaising with property management
Coordinate service elevator bookings (after-hours/weekends only, per building rules)
Arrange service providers for minor repairs and maintenance needs
Coordinate employee access cards for onboarding (Toronto and Montreal)
Manage access removal and notify buildings upon employee departures