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.
- Professional, 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 robust 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)
🏢 The Central Group
📍 Mississauga