Receptionist & Office Service Coordinator

Teneo•Toronto, ON

5d•Onsite

About The Position

Teneo is looking for a Receptionist & Office Service Coordinator with 3+ years of experience to join our Toronto office. The Office Service Coordinator plays an important role in supporting employees and providing administrative assistance to help ensure the office runs smoothly and efficiently. On a daily basis, this individual is responsible for answering phones, managing and maintaining conference rooms for internal and external meetings, ordering office supplies, supporting Executives with travel coordination and expense reporting, and maintaining office security by following standard operating procedures. The ideal candidate provides exceptional customer service, has excellent interpersonal skills, and demonstrates professional phone and email etiquette.

Requirements

3+ years of experience as a receptionist or in a similar administrative role
Familiarity with Microsoft Office Suite, particularly Outlook, PowerPoint, and Excel
Professional email and phone etiquette
Superior organizational skills
Ability to prioritize and multitask
Self-starter with excellent communication and interpersonal skills
Inquisitive with a willingness to learn
Leverages all available resources
Able to work from the Toronto office a minimum of five days per week

Nice To Haves

Experience in hospitality is a plus

Responsibilities

Perform general reception duties, including greeting guests and answering phones in a pleasant and professional manner, serving as the first impression for clients and guests
Provide a “best in class” customer service experience to all internal and external personnel
Serve as the main point of contact for general office needs
Provide general hospitality services and maintain a client-ready reception area, conference rooms, and other common areas
Oversee the conference room calendar using Outlook and Robin
Provide printing, scanning, and document support, including coordinating print jobs and liaising with external vendors as needed
Assist with onboarding new hires, including coordinating workspace set-up, technology requests, and managing access card requests for employees
Support Managing Directors with administrative tasks such as restaurant reservations, travel coordination, and expense submissions
Track, order, and restock office supplies, equipment, and kitchen and pantry items
Maintain kitchen and pantry areas, ensuring a high standard of cleanliness and organization
Place catering orders and execute set-up and clean-up of internal and external catered meetings
Coordinate weekly team lunches, including sending invites, placing orders, and managing set-up and distribution
Assist with the planning and execution of team activities, internal events, and occasional client-facing functions
Oversee office facilities, serve as the day-to-day liaison with building management, and submit work tickets for office maintenance and requests
Receive and distribute mail and packages daily, create shipping labels, and schedule courier service as needed
Support general office operations and administrative processes, identifying opportunities to improve efficiency and enhance the overall office experience