Office Services Administrator

Salary Range: $45,000-$48,000

Canaccord Genuity (CG) is a leading independent full-service financial services firm, with operations in two principal segments of the securities industry: wealth management and capital markets. CG is driven by an unwavering commitment to build lasting client relationships – we achieve this by generating value for our individual, institutional, and corporate clients through comprehensive wealth management solutions and investment banking services. We are a leading independent wealth management firm in Canada, and the leading mid-market provider of investment banking advisory, equity research, sales and trading services for corporations and institutions.

We pride ourselves on understanding our clients’ needs and providing innovative, bespoke solutions. Our entrepreneurial and friendly team will challenge you to learn and grow every day. We value excellence and collaboration. We’re looking for talented people who thrive in a dynamic environment and want to have an impact with innovative ideas and best practices.

At CG, we believe that diversity across our business strengthens our client relationships and enables more innovative solutions. We strongly encourage applications from all qualified individuals regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. CG provides an accessible candidate experience. If you need any accommodations throughout the interview process and beyond, please let us know.

Our Canadian operations are currently looking for an enthusiastic individual with excellent organizational, communication and multi-tasking skills along with the ability to prioritize and manage a diverse workload to join our Office Services team. The ideal candidate will be managing the mailroom counter and covering reception as needed. This role requires the candidate to be in the office from 8am – 5pm.

Responsibilities

• Coordinate and process all incoming and outgoing mail, courier shipments, and specialized deliveries, including domestic and international shipments.
• Act as the primary point of contact for courier providers, ensuring timely delivery, tracking, and resolution of shipment-related issues.
• Maintain accurate records of all incoming and outgoing mail, courier packages, cheques, security certificates, and confidential documents.
• Program, issue, and maintain security access cards while ensuring records remain current and accurate.
• Manage office services inventory, including stationery, supplies, and mailroom materials, proactively monitoring stock levels and placing orders as required.
• Process invoices and expenses through Concur, ensuring accurate coding, supporting documentation, and timely submission.
• Assist with invoice validation, expense reconciliation, and administrative support for office operations.
• Support facilities-related requests, liaise with internal teams and vendors, and help coordinate office maintenance activities.
• Maintain and update departmental procedures, manuals, and documentation to ensure processes remain current and efficient.
• Oversee mailroom and copy room operations, ensuring equipment, supplies, and workspaces are maintained to a high standard.
• Coordinate meeting room bookings and catering requests, ensuring rooms are properly set up and prepared when required.
• Assist with the upkeep of meeting rooms, kitchens, and shared spaces by replenishing supplies, resetting rooms, loading and unloading dishwashers when needed, and maintaining a professional and welcoming environment for employees and clients.
• Provide reception coverage and support as needed, including greeting visitors, managing calls, and delivering a professional client experience.
• Respond to inquiries from employees, clients, vendors, and couriers in a professional and customer-focused manner.
• Maintain detailed and accurate records of visitor access, deliveries, and office service activities.
• Assist with special projects, events, and other operational initiatives as required.
• Support the Office Services team with day-to-day operations while identifying opportunities to improve efficiency and service delivery.
• Safely lift, move, and transport boxes, packages, and office supplies as required throughout the office.

Skills & Qualifications:

• Previous working experience in a similar role would be an asset;
• Experience coordinating domestic and international courier shipments.
• Work independently with minimal supervision.
• Excellent customer service and communication skills;
• Strong organizational and prioritization skills;
• Ability to problem solve and take initiative;
• Detail oriented, professional, polished, corporate presentation;
• Ability to manage multiple priorities in a fast-paced environment;
• Intermediate knowledge of MS Office (Outlook, Word & Excel).

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All applications will be held in strict confidence.

In order to be considered for employment, candidates selected for interviews will be required to show proof of citizenship, permanent residence or eligibility to work in Canada with no restrictions.

Protecting your online safety:

Canaccord Genuity and its affiliates do not use text messages for recruitment purposes. If you have received a text message claiming to be from CG or an authorized representative regarding job recruitment, please treat as fraudulent and do not respond.

We wish to thank all candidates for their interest but only those applicants selected for an interview will be contacted. No phone calls please. Thank you for your understanding.