Receptionist & Administrative Assistant for design firm client, east Toronto.
Ideal candidate is a polished, reliable, and welcoming administrative professional who enjoys working in a collaborative and creative office environment. They are comfortable managing a busy reception area, coordinating multiple priorities, and ensuring that clients and visitors have an excellent first impression of the organization.
Marberg Job Number: 2931.
Job Type: Temporary.
Initial Term: ASAP for approximately 1 month, with possibility of extension.
Existing Vacancy: Yes.
Target Compensation: From $20 per hour to $23 per hour.
Regular Work Hours: From 9 a.m. to 6 p.m. with 1 half-hour unpaid lunch break and 2 fifteen minute unpaid breaks, Monday to Friday (40 work hours per week).
Work Location: 100% onsite at client's East Toronto location, streetcar accessible.
Onsite Dress Code: Smart Business Casual.
Responsibilities Summary:
Manage a busy reception area, serving as a polished, welcoming first point of contact for clients, visitors, and vendors while providing essential administrative and operational support to a busy studio. Ensure that clients and visitors have an excellent first impression of the organization.
- Greet and welcome clients, consultants, vendors, and visitors in a warm, professional, and courteous manner.
- Answer, screen, and direct incoming telephone calls and respond to general email inquiries.
- Coordinate incoming and outgoing mail, courier services, deliveries, and packages.
- Manage boardroom calendars, meeting room reservations, and digital booking systems.
- Assist with meeting and presentation preparations, including audiovisual equipment setup, catering, and refreshments.
- Liaise with building management and external service providers regarding facility maintenance and operational requirements.
- Maintain a clean, organized, and welcoming reception area and shared office spaces, including set up and clean up of meeting rooms, keeping kitchen tidy, running and unloading dishwasher, watering plants, and other light housekeeping functions to maintain a professional, business-ready environment.
- Monitor inventory and coordinate replenishment of office, kitchen, and general workplace supplies. Run occasional errands.
- Additional administrative and operational duties supporting efficient daily functioning of the office as required.
Qualifications:
Education: High school diploma.
Preferred Work Experience: Approximately 1+ years of experience in office administration.
Preferred Sector Experience: Previous office administration experience in a design firm, architectural practice, or professional services environment an asset.
Technical and Language Skills Requirements:
- Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook (will be tested).
- Strong data entry and attention to detail (will be tested).
- Excellent English written and reading comprehension skills including satisfactory business writing skills, and proficient spelling, grammar, proofreading and syntax (will be tested).
- Excellent English conversational skills and polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Superior interpersonal skills, with a professional, friendly and approachable demeanor.
- Experience coordinating meetings, managing calendars, and supporting day-to-day office operations.
- Strong organizational, time management, and multitasking skills, with excellent attention to detail.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a diverse range of internal and external business contacts.
- Flexible, adaptable, and willing to assist with a variety of administrative and operational tasks in a busy, team-oriented environment.
Additional Requirements:
- Ability to attend an onsite interview on short notice.
- Availability to begin immediately and commit to the full duration of the temporary assignment.
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work 100% onsite, abiding by organization health and safety policies.
- Ability to promptly provide recent, qualified employment references (upon request who are available to speak with either Marberg or Marberg's client.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.
Application Notes:
We kindly request that you submit your resume immediately as our client is moving quickly.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
lease note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
