Support & Admin Full Time Peterborough, ON $43,000 - $45,000 CAD per year

Position: Reception & Concierge
Reporting To: Business Operations Lead
Position Overview
Our client has a position opening that represents and incredible opportunity within their business! The Reception & Concierge is the first point of contact for clients, guests, business partners and other visitors and plays an important role in creating an exceptional first impression of the organization.

This position is designed for a highly polished, professional and service-oriented individual who takes pride in delivering a white-glove client and guest experience. The Reception & Concierge ensures every interaction is warm, seamless, attentive and professional while maintaining an organized, welcoming and impeccably presented office environment.

In addition to reception and concierge responsibilities, the position provides administrative and operational support to the broader team. The successful candidate will be proactive, highly organized, technologically capable and comfortable anticipating needs, managing competing priorities and taking ownership of the details that contribute to an exceptional client and employee experience.

Impact of the Role
The Reception & Concierge directly influences how clients, visitors and business partners experience the organization from the moment they arrive.

Through exceptional service, attention to detail and proactive support, this role ensures that the office operates smoothly, visitors feel genuinely welcomed and supported, and team members receive dependable administrative assistance.

Success in this role is demonstrated through consistently high service standards, professionalism, discretion, responsiveness and an ability to anticipate needs before they become requests.

Key Responsibilities
Reception & White-Glove Client Service

Serve as the primary point of welcome for all clients, guests, business partners and visitors

Provide a warm, polished and highly professional reception experience

Greet visitors promptly, learn and use guest names appropriately, and ensure they feel welcomed and attended to throughout their visit

Anticipate guest needs and proactively provide assistance wherever possible

Offer and coordinate refreshments and other hospitality requirements

Notify appropriate team members of guest arrivals and ensure seamless transitions to meetings

Escort or direct visitors to meeting rooms and other areas of the office as required

Professionally manage incoming telephone calls and general inquiries

Maintain awareness of scheduled meetings, expected visitors and office activities throughout the day

Handle sensitive or confidential interactions with professionalism and discretion

Consistently demonstrate exceptional service standards across every interaction

Office & Meeting Experience

Ensure reception, meeting rooms and common areas remain qualified, organized and client-ready throughout the day

Prepare meeting rooms in advance, including technology, presentation materials, refreshments and other requirements

Monitor meeting schedules and proactively prepare for upcoming appointments

Coordinate meeting room bookings and resolve scheduling conflicts as required

Reset meeting rooms promptly following meetings

Monitor office presentation and address issues that may negatively affect the client or employee experience

Support internal meetings,



client events and other office activities as required

Administrative Support

Provide general administrative support to leaders and team members

Prepare, format, edit and proofread correspondence, presentations, reports and other documents

Assist with scheduling meetings and coordinating calendars as required

Support preparation of meeting materials, packages and documentation

Perform data entry and maintain accurate electronic and physical records

Scan, file, organize and distribute documents

Assist with document preparation, printing, copying and binding

Maintain organized shared files and administrative resources

Support special projects and other administrative initiatives as assigned

Office Coordination

Receive, sort and distribute incoming mail and courier deliveries

Prepare outgoing mail, courier packages and other correspondence

Coordinate courier services and track deliveries when required

Monitor office, kitchen and hospitality supplies and arrange replenishment

Maintain appropriate inventory levels for commonly used office supplies

Liaise professionally with vendors, building representatives and service providers

Identify office maintenance or operational issues and coordinate resolution with the appropriate individuals

Support the smooth day-to-day operation of the office

Use Microsoft Outlook to effectively manage email, calendars and meeting coordination

Create and format professional documents using Microsoft Word

Prepare and maintain spreadsheets using Microsoft Excel

Develop and update presentations using Microsoft PowerPoint

Use Microsoft Teams and other collaboration platforms effectively

Operate standard office technology, including printers, scanners, meeting-room technology and video conferencing equipment

Troubleshoot basic technology issues and coordinate additional support when required

Learn and effectively use internal systems and technology platforms

Confidentiality & Professional Standards

Maintain strict confidentiality regarding client, employee and organizational information

Exercise sound judgment when handling sensitive information and conversations

Maintain a consistently polished and professional presence

Represent the organization positively in all interactions

Demonstrate reliability, punctuality and accountability

Follow organizational policies, procedures and administrative standards

Skills

Exceptional customer service and hospitality skills

Highly polished interpersonal and communication skills

Strong verbal and written communication abilities

Excellent administrative and organizational skills

Exceptional attention to detail

Strong time-management and prioritization abilities

Ability to anticipate needs and take initiative without requiring significant direction

Ability to manage multiple priorities while remaining composed and professional

Strong problem-solving and judgment skills





Ability to interact confidently and professionally with individuals at all levels

Strong document formatting and proofreading skills

High proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint

Strong proficiency with Microsoft Teams and virtual meeting technology

Ability to quickly learn new technology and administrative systems

Knowledge

Professional reception and front-office practices

Client service and hospitality standards

Administrative and office management practices

Calendar and meeting coordination

Document preparation, formatting and records management

Microsoft Office applications

General office technology and equipment

Confidentiality and privacy principles

Professional workplace standards

Behaviours
The successful candidate consistently demonstrates:

Service Excellence : Takes genuine pride in creating an exceptional experience and looks for opportunities to exceed expectations

Polish & Professionalism : Presents themselves and communicates in a consistently professional, poised and credible manner

Warmth & Approachability : Creates an environment where clients, guests and colleagues immediately feel welcomed and valued

Proactivity : Anticipates what may be needed and acts without waiting to be asked

Attention to Detail : Notices the small details that contribute to an exceptional overall experience

Discretion : Handles confidential information, conversations and situations with maturity and sound judgment

Composure : Remains calm, gracious and solutions-focused when managing competing demands or unexpected situations

Ownership : Takes responsibility for ensuring tasks and requests are followed through to completion

Responsiveness : Acts promptly and recognizes when an issue requires immediate attention

Adaptability : Adjusts comfortably to changing priorities, schedules and business needs

Team Orientation : Willingly supports colleagues and contributes wherever assistance is required

Reliability : Demonstrates consistency, punctuality and dependability

Education & Experience

Post-secondary education in business administration, office administration, hospitality or a related discipline is considered an asset

Previous experience in reception, concierge, hospitality, client service, executive office support or a professional office environment is preferred

Demonstrated experience providing a high level of customer or client service

Previous administrative experience is strongly preferred

Advanced proficiency with Microsoft Office, particularly Outlook, Word, Excel and PowerPoint

Experience working in an environment requiring professionalism, discretion and confidentiality is preferred

Working Conditions

Professional office environment with significant in-person interaction

Regular use of computers, telephones and standard office equipment

Position requires regular presence at the reception area and the ability to move throughout the office to support guests, meetings and office requirements

May involve occasional lifting or movement of office supplies, meeting materials or deliveries

Regular interaction with clients, visitors, vendors, leaders and employees

Work priorities may shift throughout the day based on client, visitor and operational requirements

Consistent punctuality and reliable attendance are essential due to the front-facing nature of the position

#J-18808-Ljbffr

📌 Reception Concierge (GPS Client Posting) (Ontario)
🏢 PPF Group
📍 Ontario