Job Overview
We are seeking a friendly and organized Office Assistant to join our team. The ideal candidate will be the first point of contact for our office, providing excellent customer service while supporting daily administrative tasks. This position requires strong communication skills, attention to detail, and proficiency in data entry, ensuring that our office runs smoothly and efficiently. This is a great opportunity for someone early in their career, or with a few years of office experience, looking to grow in a supportive team environment.
Responsibilities
Reception & Front-of-House
- Primary point of contact for anyone arriving at the office
- Answering the general admin phone line and directing calls
- Welcoming visitors; coordinating deliveries and couriers; parking-gate calls
Admin Inbox & Member/Website Support
- Monitoring and responding to the general admin inbox
- Routine member and website inquiries
- User registration requests
- Triaging and directing anything else that comes into the inbox to the right person or department
Invoicing & Records
- Invoice and receipt coding
- Document filing and records management
- Maintaining accurate and up-to-date company records (staff info, contact lists, equipment tracking, etc.)
Mail, Courier & Shipping
- Picking up, sorting, and distributing mail
- Uploading incoming bank statements after mail pickup
- Coordinating outbound shipments — packages, couriers
Office Administration
- Tidying shared spaces; kitchen towels; running the dishwasher at end of day
- Ordering office supplies, snacks, creamer, and other routine items
- Ordering lunches (new-hire onboarding, team events)
- Coordinating with cleaners as needed
Travel & Scheduling
- Booking routine staff travel
- General meeting scheduling and calendar coordination
Onboarding & Offboarding
- Running checklist-based onboarding/offboarding tasks
- Coordinating with IT for new hire computer/equipment setup, and ordering any needed supplies for their workspace
Student Programs & School Visits
- Coordinating student program administration
- Working with the events team to plan school visits and related events
Systems Support
- Salesforce administration: record updates, data cleanup, reporting support
- Communication platform management: sign-ups, modifications, unsubscribe requests
Other tasks as assigned
Qualifications
- Previous experience in an office, reception, or customer-facing role is an asset, but not required. We're open to candidates early in their career who are a strong fit.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is essential for daily tasks.
- Strong data entry skills with attention to detail to maintain accurate information.
- Excellent customer service skills with the ability to communicate effectively both verbally and in writing.
- Ability to multitask, prioritize responsibilities, and work independently in a fast-paced environment.
- A proactive approach to problem-solving and willingness to learn new skills as needed.
- If you are an organized individual with strong communication and administrative skills looking for an opportunity to contribute positively to our team, we encourage you to apply for this position
Job Types: Full-time, Permanent
Pay: $40,000.00-$48,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Flexible language requirement:
Work Location: In person
