Receptionist and Office Services Administrator (GTA)

Concert Properties Ltd.•Toronto, ON

8d•CA$55,000 - CA$65,000•Onsite

About The Position

Putting people first is at the heart of the Concert Properties story. We are deeply invested in improving the lives of the people who live and work in our communities, acknowledging that communities are more than just buildings. We focus on quality, consistency and sustainability, and our business is driven by warm, passionate people who embody a desire to help each of us feel more connected to one another. We develop, own and manage rental apartments; develop condominium homes; and develop, acquire and manage industrial and office properties. Since 1989, we’ve grown to over $6.6 billion in assets under control.

Requirements

3+ years of previous administrative work experience in a professional office environment.
Friendly and personable with strong verbal and written communication skills.
Ability to take ownership and demonstrate initiative with assigned work.
Demonstrated superior experience and commitment to customer service.
Possess a high level of integrity and understand the importance of confidentiality.
A self-starter and a quick learner with strong attention to detail.
Punctual, reliable, and professional.
Advanced organizational skills to manage multiple and sometimes conflicting priorities.
Intermediate to advanced skill level with Microsoft Office Suite (e.g. Word, Excel, PowerPoint).

Responsibilities

Welcome visitors and announce them to the appropriate individuals, ensuring a professional and warm first impression of the Toronto office.
Answer and direct incoming calls.
Monitor visitor access to maintain general office security awareness.
Manage all incoming and outgoing mail, couriers, and correspondence, including monitoring the Toronto Reception inbox and distributing or archiving as appropriate.
Coordinate meeting room bookings and ensure rooms are prepared in advance and reset following use, including refreshments and catering for meetings and guests as required.
Liaise with Information Technology (IT) on meeting and boardroom technology needs to ensure a seamless experience for staff and visitors.
Maintain the overall appearance and organization of the lobby, meeting rooms, kitchen, and servery throughout the day.
Oversee the day-to-day administrative operations of the Toronto office, ensuring a well-run, welcoming, and efficient workplace.
Act as the key point of contact with Property Management on behalf of Toronto staff for all 2nd floor office matters, including access cards, cleaning, office closures, elevator bookings, and building notices.
Serve as the primary liaison with office services suppliers and vendors, managing relationships and service delivery.
Manage the procurement and inventory of kitchen and office supplies, as well as routine upkeep of office equipment and common areas.
Administer the office petty cash float, including monthly reconciliation and expense submission to Accounts Payable.
Review and approve vendor invoices for timely payment, and track expenses against budget to support cost-control objectives.
Maintain up-to-date telephone and contact lists for construction sites, rental properties, and head office, distributing as required.
Provide general administrative and clerical support to other departments as needed.
Collaborate with counterparts in Vancouver and Brampton to align office procedures and share best practices across locations.
Plan and execute staff social and charitable events throughout the year, ranging from small team gatherings to larger seasonal and community-focused celebrations.
Support the planning and execution of major corporate events, including the annual golf tournament, holiday party, and town hall meetings.