Position: Receptionist

Location

Vaughan, Ontario

Employment Type

Full-Time, Permanent

Vacancy Status

This Posting is for an Existing Vacancy

Compensation

$50,000 - $55,000 (salary will be determined based on the candidate's skills, experience and qualifications)

One State is the power of unity – one team, creating what’s next, together.

About Us

Founded in 2007, State has quickly established itself as one of the fastest growing construction and manufacturing companies in Canada. Guided by our “One State” methodology, a unified approach that emphasizes collaboration, innovation and excellence, we are committed to becoming North America’s most sought-after provider of full envelope façade solutions. Our creative product line includes high-performance glass window walls, Uni-Wall systems, curtain walls, cladding, window inserts and balcony railing systems each tailored for high-rise condominium projects. We are honored to have been recognized as one of Canada’s Best Managed Companies for the last 5 years.

We are seeking enthusiastic individuals who want to thrive in a rapidly growing organization with an inclusive and engaging culture. A career at State means joining a team dedicated to making a meaningful impact—transforming city skylines with innovation and quality, one project at a time.

Core Values

- Empowered by Innovation
- We Make It Happen
- Family
- Brutally Honest

We take immense pride in our work, our people, and our unwavering commitment to excellence.

About The Role

Reporting directly to the Executive Administrative Assistant and indirectly to the CAO.



The Receptionist serves as the first point of contact for visitors, clients and employees. This role is responsible for professionally managing incoming calls, greeting and assisting guests, receiving and recording documents and deliveries, and maintaining a welcoming, organized, and professional reception area. The Receptionist supports the smooth day-to-day operation of the front office and provides administrative assistance as required.

Duties

- Professionally answer, screen and promptly route incoming calls, ensuring messages are accurately relayed to the appropriate individuals;
- Provide callers with accurate and timely information while maintaining a high standard of customer service;
- Maintain comprehensive knowledge of the company website;
- Greet and direct clients upon arrival (offer coffee/water) and monitor all visitors;
- Maintain security awareness;
- Receive and sort mail and deliveries;
- Schedule and track couriers (prepare transmittals if required) and obtain signatures, along with ZAP Courier, FedEx, Purolator, and UPS;
- Assist the Accounting Department in the handling of invoices and invoice approvals;
- Collect receipts, sort, and reconcile visa statements and provide to Accounting via SAP Concur




- Perform administrative functions within the corporate Uber platform, including user account management, trip monitoring, reporting and other dashboard-related tasks;
- Sort through cheques and sign off that they have been mailed or picked up;
- Maintain calendar for boardrooms/collaboration rooms and address any conflicts as they arise;
- Coordinate catering if required for boardroom set up for meetings upon notification;
- Arrange for weekly breakfast order, quarterly birthday celebrations, and monthly popcorn day;
- Assist HR Department and CAO with corporate events;
- Maintain inventory and place orders for office items including stationery, lunchroom, and marketing supplies;
- Assist fleet administrator with fleet-related tasks;
- Ensure the shredding company maintains boxes to prevent overflowing;
- Maintain and update the company directory;
- Review Bell Mobility invoices on a monthly basis to check staff roaming charges;
- Work with Iron Mountain for box storage/recall;
- Assist CAO with ordering of new office desks/chairs and other items as required;
- Ensure TV monitors are on upon arrive and closed before leaving daily;
- Responsible for daily opening and closing procedures of the reception area;
- At times required to complete tasks for the Executive Team; and
- General/administrative support under direction of the Executive Administrative Assistant/CAO

Requirements & Qualifications

Education

- Bachelor's Degree or Diploma in Business Administration is preferred.

📌 Executive Receptionist (Canada)
🏢 State
📍 Canada