Our client, a well-established investment management firm, is seeking a Reception and Office Services Assistant to provide professional front desk coverage and administrative support. This is a full-time, on-site contract for 3 months, with strong potential to become permanent based on performance and business needs.

This role is perfect for someone who enjoys creating a welcoming atmosphere, has strong attention to detail, and thrives in a dynamic, team-oriented environment.

Key Responsibilities

Reception & Client Service

• Welcome and assist visitors in a professional and friendly manner.
• Manage incoming calls, voicemails, and general inquiries.
• Coordinate meeting room bookings, catering setup, and post-meeting clean-up.
• Ensure the reception area and common spaces are well-maintained and organized.

Office Administration

• Sort and distribute mail, courier packages, and deliveries.
• Prepare and send outgoing mail and courier shipments.
• Maintain and order office and kitchen supplies as needed.
• Keep supplier and contact lists updated and accurate.
• Support IT and facilities coordination for the office.
• Set up boardrooms for weekly leadership meetings (coffee, video conferencing, etc.).

Administrative Support

• Assist Executive Assistants and team members with administrative tasks such as expense reports, document formatting, and meeting preparation.
• Maintain electronic and physical filing systems.
• Provide administrative support to the Finance team, including cheque distribution and expense submissions.
• Support onboarding and offboarding processes for employees.

Qualifications & Skills

• 1–3 years of experience in reception, administrative, or office coordination roles.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); knowledge of Concur is an asset.
• Exceptional organizational skills and strong attention to detail.
• Excellent verbal and written communication abilities.
• Professional, reliable, and able to manage sensitive information with discretion.
• Adaptable, proactive, and comfortable managing changing priorities.
• Friendly and approachable, with a positive and polished professional demeanor.

What’s in It for You

• Join a professional and supportive corporate environment.
• Opportunity to work closely with senior executives and gain valuable administrative experience.
• Strong potential for extension or permanent employment based on performance.

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.