Office Admin & Receptionist (Part-time)

The work schedule will be from Monday to Thursday, 8:00 a.m. to 3:00 p.m., totaling six hours per day with a one-hour unpaid lunch break.

Job Summary

We are seeking a proactive and detail-oriented Office Administrator & Receptionist to join our team. This role is pivotal to ensuring smooth office operations, maintaining a welcoming front desk experience, and supporting employee engagement initiatives. Reporting to the Senior Human Resources Manager, the successful candidate will manage a variety of responsibilities that combine administrative excellence, organizational skills, and creativity.

Principal Accountabilities - Responsibilities include but are not limited to:

• Serve as the first point of contact for visitors, clients, and team members, providing a professional and welcoming atmosphere.
• Manage the reception email account and respond to inquiries promptly.
• Handle incoming phone calls, transferring them as needed, and collecting messages when required.
• Organize incoming and outgoing mail and deliveries.
• Turn the reception screen on at the start of the day and off before departure.
• Update the company phone list and reception screen content regularly.
• Send office memos and manage communication for various updates as required.
• Oversee daily lunch credits via Ritual, ensuring accurate tracking.
• Maintain a well-stocked snack cabinet and fridge, purchasing office snacks from Costco and Nespresso pods as needed.
• Keep the kitchen clean, ensuring the dishwasher is loaded daily, and the coffee machine is cleaned regularly.
• Purchase and organize office and kitchen supplies.
• Expense and Invoice management for HR activities, office supplies and events as required and support reconciliation of corporate credit card usage and management for Finance
• Community Management: create and post engaging holiday, birthday, and event recaps on Workplace.
• Process access card requests, purchase equipment, and organize workstations.
• Oversee the distribution of business cards.
• Maintain records of desk cabinets and keys for employees.
• Support employee incentives, including mental health initiatives, holiday gifts, and other activities.
• Decorate the office for festive occasions and coordinate monthly birthday celebrations, including purchasing cakes, cards, and gifts.
• Facilitate monthly office lunches, including coordinating Uber Eats gift cards for sales team members.

Key Experience and Skills

• A high school diploma is required; post-secondary qualifications in administrative services are an asset.
• 1–2 years of experience in office administration or a similar role.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and the ability to quickly learn new systems.
• Exceptional verbal and written communication skills, with the ability to interact professionally with diverse groups of people.
• A friendly, professional demeanour with a strong commitment to providing excellent service.
• Highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.
• Resourceful and able to work independently with minimal supervision while following directions effectively.
• Strong typing and note-taking abilities, with an aptitude for problem-solving and time management.

We are committed to integration and equal opportunity. Accommodation is available to all applicants upon request throughout our recruitment process. Should you require accommodation during the interview process, please advise the recruiter when contacted.

Job Type: Part-time

Pay: $20.00 per hour

Benefits:

• Discounted or free food

Work Location: In person