We are seeking a Receptionist / Office Administrator to serve as the face of the organization and support the day-to-day administrative operations of a busy office of approximately 25 employees. This is a highly visible role that combines front-desk responsibilities, customer service, office coordination, and administrative support.
The ideal candidate is proactive, organized, and comfortable balancing multiple priorities while maintaining a high level of professionalism. This position plays a key role in ensuring a smooth office operation, supporting internal teams, and delivering an excellent experience to customers, vendors, and visitors.
The Role
Reporting to the controller, the individual will be responsible for coordinating a variety of administrative, customer service, and operational tasks. The role requires strong attention to detail, a sense of urgency, and the ability to manage competing priorities in a fast-paced environment.
The successful candidate will quickly become a central point of contact for both internal employees and external customers while helping maintain the efficiency and organization of the office.
Key Responsibilities
- Maintain the smooth day-to-day operation of the office, including the kitchen, boardroom, reception area, and common spaces.
- Manage office supply inventory and coordinate orders for coffee, refreshments, and workplace essentials.
- Serve as the primary point of contact for customer inquiries via phone, email, and in-person interactions.
- Coordinate team calendars, vacation schedules, employee time-off requests, and overtime documentation.
- Collect, enter, and maintain customer information, company records, and administrative documentation within internal systems.
- Manage Metal Trace (MTR) documentation, including receipt, tracking, filing, distribution, and system updates.
- Process monthly expense reports, collect supporting documentation, and maintain accurate records.
- Perform daily bank deposits, financial system data entry, and reconciliation tracking.
- Review customer invoices submitted through client portals and communicate discrepancies to the Accounts Receivable team.
- Coordinate customer credit applications, supplier reference requests, and other administrative processes related to account setup and maintenance.
Profile
- Minimum 2-5 years of experience in reception, office administration, customer service, or a similar administrative support role.
- Strong customer service skills with the ability to represent the organization professionally at all times.
- Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines simultaneously.
- Detail-oriented with strong follow-through and a commitment to accuracy.
- Comfortable working independently while collaborating effectively with the broader team.
- Tech-savvy and adaptable, with the ability to quickly learn new systems and processes.
- Able to thrive in a busy, fast-paced environment with frequent interruptions and changing priorities.
Nice-to-Have Qualifications
- Previous experience supporting a tax, accounting, bookkeeping, or professional services environment.
- Experience working with Metal Trace (MTR) documentation.
- Event planning or event coordination experience.
- Experience supporting invoicing, customer accounts, or administrative finance functions.
- Experience working in a high-volume customer service environment.
Technical Requirements
- Previous experience using Sage.
- Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
- Strong computer skills, including accurate data entry and document management.
- Comfortable learning and navigating multiple software platforms and internal systems.
- Experience working with customer databases, accounting systems, or ERP platforms is considered an asset.
Work Environment
- Full-time, permanent position.
- 100% onsite role. Working hours: 8:00 a.m. to 5:00 p.m.
- No travel required.
- Training on internal systems and processes will be provided.
- Collaborative office environment with a team-oriented culture.
- Friendly but busy workplace that values teamwork, accountability, and customer service excellence.
- Company-sponsored social events, team-building activities, and annual celebrations throughout the year.
Compensation & Benefits
- Base salary: $50,000 - $65,000
- Annual performance-based bonus opportunity of approximately 20%
- Comprehensive health and dental benefits following the 90-day probationary period
- Medical benefits covered at 100%
- RRSP matching program
- 3 weeks of vacation plus 5 flex days
- Ongoing training and development opportunities
Company Culture
- Close-knit team environment with approximately 20 employees.
- Strong emphasis on customer service, accountability, and teamwork.
- Supportive leadership team that provides training while encouraging autonomy and initiative.
- Opportunity to take ownership of responsibilities and become a key contributor to the day-to-day success of the organization.
- Ideal for someone who enjoys wearing multiple hats, solving problems, and helping keep a busy office running smoothly.
