Receptionist & Administrative Support Specialist

CMiC • Toronto, ON

2d • CA$40,000 - CA$60,000 • Onsite

About The Position

As a Receptionist & Administrative Support Specialist at CMiC, you will be the first point of contact for visitors, callers, and correspondences, managing the flow of people and communication efficiently. In addition to receptionist duties such as handling incoming calls, messages, mail, and packages, you will provide administrative support across the organization. Your responsibilities will include coordinating courier services, and assisting with facilities-related tasks such as regulating building temperature and maintaining security protocols. You will also support finance operations by handling tasks such as depositing checks, processing data entries, and managing subscription renewals. This role requires a high level of organization, attention to detail, and the ability to multitask in a dynamic environment.

Requirements

• College degree or diploma in a customer-oriented field.
• Proficiency with Microsoft Office Suite.
• Work Schedule: Required to work in person at the CMiC office: Monday to Friday, 8:30 AM to 5:00 PM.
• Professional demeanor and excellent communication skills (both written and verbal).
• Friendly and approachable, with the ability to establish strong connections with clients and staff.
• Resourceful, proactive, and capable of handling issues independently.
• Strong organizational, multitasking, and prioritization skills, especially under pressure.

Nice To Haves

• Experience in a rapidly growing, socially responsible corporation

Responsibilities

• Greet and screen visitors, ensuring they sign the daily logbook and provide license plate information for parking passes.
• Direct visitors to the appropriate personnel or department.
• Answer, screen, and forward incoming phone calls, providing basic information as needed.
• Manage the reception area to ensure a welcoming and organized environment.
• Maintain security by monitoring logbooks and issuing visitor key fobs.
• Update appointment calendars, book meeting rooms, and schedule meetings as required.
• Assist with office systems such as Brivo for access control.
• Receive, sort, and distribute mail, deliveries, and couriers; coordinate outgoing shipments.
• Order and manage office supplies, including stationery.
• Coordinate food orders, for breakfast and client meetings.
• Assist company-formed committees like the CMiC Social Committee.
• Perform clerical duties such as filing, photocopying, collating, and faxing.
• File vacation emails for internal records.
• Assisting the Administration Team as required.
• Deposit checks using the CMiC RDC machine.
• Run errands to/from the bank as required.
• Perform data entry for checks into the accounting system.
• Prepare and process cloud renewals for subscription-based clients.
• Send collection emails to clients with overdue payments and coordinate with internal teams for updates.
• Notify staff about client payments, including new and returning clients.
• Assist with thermostat controls to regulate building temperature.
• Help organize company lunches by printing names, posting orders, receiving deliveries, and distributing meals in the kitchen.
• Serve as a backup for ordering company lunches during the Facilities Manager’s absence.
• Providing backup support or assistance as needed in coordinating food for company events.
• Support on-site maintenance tasks as required.

Benefits

• Competitive benefits Package (including Health & Dental benefits)
• Paid vacation and personal days
• Townhall meetings where all employees are encouraged to participate in open discussions
• Located on York University’s campus, easily accessible by transit (TTC, GO, etc.), walking distance to shopping and restaurants
• Outdoor lunch space, including picnic tables
• An active Social Events Committee (past events include annual seasonal parties, pool and bowling tournaments, karaoke nights, Game nights, BBQ’s, and more)
• Health and Wellness focus including virtual yoga classes and wellness webinars
• RRSP Matching Program after 2 years of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree