Our regulatory client in Downtown, Toronto is currently hiring Two Office Administrators to provide a professional and welcoming experience for all office visitors and handling incoming calls efficiently.

Ideal candidates will be responsible for splitting duties between managing various administrative and reception-related tasks while supporting the Manager of Office Services and assisting other departments as needed. The position plays a key role in ensuring the smooth operation of office services.

Status: Temporary (On-site, March 26 to March 28)
Duration: End of March

Key Responsibilities:

• Greet guests and answer incoming calls, directing inquiries appropriately.
• Identify and connect callers to the appropriate department or contact, even when they are unsure of whom to reach.
• Manage scheduling and coordination of meeting rooms, video conferencing, and equipment reservations.
• Set up and troubleshoot AV, video conferencing, VOIP, photocopiers, and postage equipment, escalating issues to service providers as required. Provide training and support for office and video conferencing equipment.
• Handle incoming and outgoing mail, courier services, and offsite storage deliveries. Maintain an updated courier log.
• Address office facility and equipment issues by troubleshooting or escalating to Building Management or service providers, ensuring timely resolution.
• Coordinate office maintenance requests and follow up to confirm completion. Keep a record of service maintenance activities.
• Provide administrative support to the Office Manager and assist other departments with special projects.
• Maintain and update budget tracking spreadsheets.
• Issue and track staff pass cards and arrange after-hours access when required.
• Monitor inventory levels for office supplies, first aid kits, and kitchen stock, placing orders as needed.
• Stay informed about building management recycling programs and supplier policies.
• Maintain an emergency contact list.
• Serve as a frontline security presence by monitoring visitor access, identifying any suspicious behavior in reception and elevator areas, and enforcing security procedures. Be familiar with emergency evacuation protocols and assist in evacuation efforts if necessary.

Qualifications & Experience:

• A minimum of 4 years’ experience in a receptionist, office services, or administrative role, or an equivalent combination of education and experience.
• Familiarity with physical security processes and office security protocols.
• Working knowledge of video conferencing systems, VOIP phone setups, and general office equipment troubleshooting.
• Awareness of facilities management procedures and the ability to address minor maintenance concerns.

Skills & Competencies:

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong organizational and problem-solving skills.
• Excellent time management, with the ability to prioritize and handle multiple tasks simultaneously.
• Effective verbal and written communication skills.
• Basic IT troubleshooting skills.
• Ability to lift up to 50 lbs.
• Experience in the securities industry is an asset.

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.