Job Description: Position Title: Receptionist and Business Administration Coordinator Duration/end date: 12 months- Extension or FTE : Yes Working hours: 7.5 hr/day – 8:30am to 5:00pm Onsite: Downtown, Toronto, 5 days Compensation: $20-22/hr Position Summary The Receptionist and Business Administration Coordinator plays a vital role in supporting the smooth operation of the office and enhancing the employee and visitor experience. Acting as the face of the organization, this position provides professional reception services while coordinating administrative, workplace, and facilities-related activities.

The role requires a highly organized, customer-focused individual who can manage multiple priorities, build strong relationships with stakeholders, and contribute to a safe, efficient, and collaborative workplace. Key Responsibilities Serve as the first point of contact for visitors, employees, and external partners, delivering a professional and welcoming experience. Manage complex calendars, coordinate meetings, and arrange meeting rooms, technology, and required resources. Support the planning and execution of internal events, town halls, leadership meetings, and employee engagement activities. Coordinate onboarding activities for new hires, ensuring a seamless and positive employee experience. Monitor and respond to shared mailbox inquiries, escalating requests and resolving issues in a timely manner. Manage incoming and outgoing mail, courier services, and office communications. Process invoices, vendor payments, and expense-related requests in accordance with company policies and procedures. Partner with internal teams and external vendors to coordinate office moves, workspace planning, furniture requirements, and contractor access. Maintain office supply inventory and manage procurement to ensure business needs are met cost effectively. Coordinate training and development logistics, including scheduling, registrations, confirmations, and cancellations. Monitor office facilities, equipment, and technology to ensure a safe, functional, and productive workplace. Administer access management processes and support workplace security and safety protocols. Assist with workplace initiatives and change management activities. Identify opportunities to improve administrative and workplace processes, driving operational efficiency and enhanced employee experience. Build and maintain strong relationships with stakeholders across the organization and with external service providers. Provide general administrative support to leaders and teams, as required. MUST Have 2 to 5 years of experience in office administration, workplace services, facilities coordination, or a related role, preferably within financial services or a professional services environment. Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong customer service mindset with excellent interpersonal and relationship-building skills. This role interacts with several levels of customers (Stakeholders, employees, guests, clients). *Casual business attire (dress pants) – no t shirt, jeans, legging, flip flops, sweatshirt Excellent verbal and written communication skills with a high level of professionalism and attention to detail. Demonstrated problem-solving skills and the ability to exercise sound judgment and discretion when handling confidential information. Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and other workplace technology tools. Experience preparing reports (Excel intermediate), dashboards using business data. Outlook, Teams, MS Office (Intermediate level) Highly adaptable, proactive, and resourceful, with a continuous improvement mindset. Strong collaboration skills with the ability to work effectively across teams and with external vendors. Ability to work independently while maintaining a high degree of accuracy and accountability. Experience supporting workplace moves, facilities projects, or office renovations. Familiarity with invoice processing, procurement systems, or vendor management. Experience using Power BI, SharePoint, or workflow automation tools. Knowledge of workplace health and safety practices and office security protocols. Banking/Financial, insurance industry (Corporate) experience Any specific education/certifications: Post-secondary education in Business Administration, Office Administration, Facilities Management, or a related discipline, or an equivalent combination of education and experience.