Job Summary

Position: Receptionist & Office Administrator. The role serves as the first point of contact, manages front‑desk operations, and supports day‑to‑day office administration, shipping, purchasing, and various administrative tasks.

Key Responsibilities
Reception

Answer and direct incoming telephone calls promptly and professionally.

Welcome visitors, clients, and vendors with a courteous and professional attitude.

Monitor visitor sign‑in procedures, issue visitor badges, and enforce visitor and safety policies.

Receive, sort, and distribute incoming mail, courier deliveries, packages, and samples.

Update company phone directories, extension lists, and mail slots as needed.

Coordinate updates to lobby welcome screens.

Maintain a clean, organized, and welcoming reception area and guest washroom.

Stock kitchen refreshments and beverage supplies.

Meeting & Visitor Services

Schedule and confirm meeting room bookings in Outlook, resolving scheduling conflicts.

Prepare room setups, including catering and lunch orders, and stock boardroom kit.

Post daily meeting schedules and Wi‑Fi information.

Coordinate dietary restrictions and maintain vendor relationships.

Office Administration

Maintain cleanliness and organization of reception, boardrooms, lunchrooms, wellness rooms, kitchenettes, and washrooms.

Report maintenance and repair needs to management; coordinate repairs and vendor services.

Maintain inventory of office supplies, stationery, beverages, snacks, hygiene products, and first‑aid items.

Replenish coffee, tea, candy, and snack dispensers daily.

Support seasonal office decorations and employee engagement activities.

Shipping & Courier Coordination

Prepare outgoing shipments, select cost‑effective courier services, and create shipping labels and customs documentation.

Maintain shipping records and reconcile invoices with Accounts Payable.

Purchasing

Create and process purchase orders; coordinate delivery and receipt of goods.





Manage inventory levels and coordinate with vendors for timely delivery.

Reporting & General Administrative Support

Generate shipping, catering, wellness, coffee, and grocery reports.

Assist with general administrative duties, special projects, and company events.

Maintain confidentiality of company and employee information.

Qualifications & Requirements
Education & Experience

High school diploma required; post‑secondary education in Business Administration, Office Administration, or related field is an asset.

1–3 years of experience in a receptionist, office administration, or customer service role.

Experience in a professional office environment, including purchasing, shipping, inventory management, and office coordination.

Required Skills

Excellent customer service, interpersonal, verbal, and written communication skills.

Skilled, courteous, and approachable demeanor.

Strong organizational and time‑management abilities with multitasking capability.

Attention to detail, problem‑solving skills, and ability to work independently and collaboratively.

Proficiency in Microsoft Office 365 (Outlook, Word, Excel).

Experience with purchasing or ERP systems (e.g., Visual or Microsoft Dynamics 365) is an asset.

Vendor coordination and inventory management skills.

Ability to maintain confidentiality and exercise sound judgment.

Positive attitude, diplomacy, patience, and strong service orientation.

Working Conditions

Primarily office‑based with frequent interaction with employees, visitors, vendors, and customers.

Regular use of computers, office equipment, and multi‑line telephone systems.

Frequent walking throughout the office to support meetings, deliveries, stocking, and maintenance.

Regular lifting of up to ~25 lbs. of supplies and shipments.

Standard business hours with occasional flexibility for meetings and company events.

EEO Statement

This is a current vacancy. Accommodations are available upon request for individuals with disabilities throughout the recruitment and selection process.

Salary : $48,000 – $53,000

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📌 Receptionist & Office Administrator (Mississauga, ON) (Ontario)
🏢 The Central Group
📍 Ontario