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Description of You You are organized, composed, and quietly dependable. You take pride in being the person who keeps things running smoothly behind the scenes. When details matter, and they always do, youre the one who notices whats missing, what needs follow-up, and what needs to be done next. You understand that being the first point of contact sets the tone. Whether greeting a visitor, answering a call, or responding to an inquiry, you communicate with professionalism and discretion. You handle confidential information responsibly and maintain composure in a busy, service-driven environment. You dont wait to be told what to do. You anticipate needs, manage competing priorities, and follow through. You value structure, accuracy, and consistency, and you know that strong administrative foundations allow the entire organization to perform at a higher level. If you thrive in a fast-paced office environment and take pride in creating order, reliability, and professionalism in everything you touch, this role may be for you. Key Responsibilities Reception and Office Administration - Greet and welcome all visitors, clients, and service providers with professionalism and a client-first mindset. - Answer and route incoming calls, respond to general inquiries, and manage voicemail, email and standard mail communications in a timely and accurate manner. - Maintain a clean, organized, and professional front-of-house and common office areas, including reception, kitchen, boardrooms, and meeting spaces. - Monitor, manage, and replenish office supply inventory and place orders as needed, maintaining cost awareness and budget considerations. - Coordinate regular maintenance and service of office equipment (e.g., photocopiers, coffee machines, basic facilities items) and liaise with external vendors and service providers upon direction/request. - Oversee building maintenance requests, acting as the primary point of contact between the company and service technicians, as delegated. - Maintain and organize internal filing systems and ensure that electronic files are appropriately categorized, consistently named, and easily accessible. - Assist with the onboarding and offboarding process for clients by overseeing associated administrative tasks and ensuring thorough documentation and communication. Condominium Administrative Support - Support unit sale closings, including follow-ups with lawyers, realtors, and third parties to confirm closings. - Complete data entry relating to: - Unit closings - Unit owner information updates - PAP enrollments and changes - Newly declared corporation-specific data - Scan and file documents associated with condominium records. - Process PPO chargebacks in accordance with company procedures. Management Team Support - Provide scheduling and administrative assistance to the management team, including booking internal/external meetings, conference rooms, and travel arrangements as required. - Prepare, edit, and format documents, reports, spreadsheets, and presentation materials to support meetings and business operations. - Coordinate logistics and provide administrative support for company-wide events, leadership meetings, staff training sessions, and internal celebrations. - Distribute internal communications and ensure the timely and accurate sharing of information across teams when delegated by management. Client Banking Administration - Support and progressively take ownership of the process for managing client banking documents, including tracking, organizing, updating, and ensuring completeness of all required records in accordance with company procedures. Corporate Responsibilities - Comply with all internal company policies, health and safety protocols, and industry regulations relevant to the role. - Demonstrate and promote the companys mission, vision, and core values through professional conduct and client interactions. Professional Development - Stay current with best practices in office administration and suggest new tools, techniques, or processes to improve effectiveness. Qualifications & Competencies Technical & Software Skills - Must have in-depth working knowledge of Microsoft Word, Excel, and Outlook. - Technically and technologically competent, with the ability to learn new systems and tools efficiently. Professional Conduct - Always demonstrates a high degree of professionalism and discretion. - Maintain confidentiality in handling sensitive client, owner, and internal information. - Communicate respectfully and diplomatically with clients, colleagues, and external stakeholders. Work Approach & Behaviour - Strong initiative and ability to work independently with minimal supervision. - Strong prioritizing and multi-tasking skills; adaptable to changing priorities in a fast-paced environment. - Highly self-motivated with a positive, service-oriented attitude. Working Conditions - MondayThursday: 8:00 AM 5:00 PM - Friday: 8:00 AM 4:00 PM - Some flexibility required for early/late meetings or company events. - Occasional light physical activity (lifting supply boxes, rearranging meeting rooms). What We Offer - Competitive salary - Group benefits including health, dental, and vision - Paid time off and holidays - Professional development opportunities - Employee recognition programs - A stable, professional, team-oriented work environment - Dog-friendly office #J-18808-Ljbffr