ADMINISTRATIVE SUPPORT (Weighting 40%)

Office Services

• Assist with data entry, filing, and document management
• Monitor and order office supplies and office furniture, ensuring stock levels are maintained.
• Oversee the Office Services functions on the companies SharePoint site.
• Coordinate and order catering for meetings and events, ensuring timely delivery and accurate fulfillment of requests.
• Handle and process cheque deposits accurately, ensuring timely submission to the bank and proper record-keeping.
• Receive, sort and distribute incoming mail and packages. Prepare and send outgoing mail and packages.
• Support other departments by preparing company surveys
• Order and manage the supply of business cards, including design approvals and ensuring timely delivery.
• Update company seating maps and organization charts
• Assist with coordinating company events
• Coordinate and order gift baskets for client appreciation, employee recognition, and special occasions, ensuring timely and appropriate delivery.
• Manage the swag room, including organizing inventory and ordering promotional supplies as needed to ensure stock levels are maintained.

VISITOR & TELEPHONE MANAGEMENT (Weighting 35%)

Customer Service

• Greet and welcome visitors in a warm and professional manner.
• Ensure all visitors sign in and are directed to the appropriate person or department.
• Maintain a clean and organized reception area.
• Efficiently operate the switchboard to answer and direct incoming calls promptly and courteously.
• Take and relay messages accurately.
• Handle general inquiries and provide information as required.

FACILITY MANAGEMENT (Weighting 25%)

Office Services Support

• Ensure the lunchroom, boardrooms, and common areas are kept clean and tidy. Ensure boardroom schedules are posted and kept up to date.
• Maintain the dishwasher, including loading, running and unloading as needed.
• Regularly restock supplies in the kitchen and boardrooms, such as coffee, tea and office refreshments.
• Clean and sanitize surfaces, tables, and chair in common areas.
• Oversee maintenance activities for Startec’s two facilities, coordinating repairs and services to ensure both locations are operating smoothly and efficiently.
• Serve as a keyholder, responsible for having back up keys as required.
• Be main point of contact with property manager for any maintenance request and updates.

• High school diploma or equivalent; additional certifications or training in office administration would be considered an asset.
• Previous experience in a receptionist role is preferred.
• Excellent verbal and written communication skills for interacting with visitors, callers, and staff.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic computer skills; familiarity with switchboard systems and office equipment.
• Strong organization and multitasking abilities to manage appointments, phone calls, and administrative tasks efficiently.
• Demonstrated ability to provide excellent customer service with a friendly and professional demeanor.
• High level of accuracy in handling documents, data entry, and scheduling.
• Ability to address and resolve inquiries or issues promptly and effectively.
• Dependable and punctual with a commitment to maintaining confidentiality and security.

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

We thank you for your application and interest in our organization. Only those candidates selected for an interview will be contacted.