Office Services Specialist and Receptionist

Office Services Specialist and Receptionist Location Toronto, ON :

Position Title: Office Services Specialist and Receptionist

Department: Office Services

Location: Toronto

Status: Permanent Full-time (On-site)

This position is a member of a local and national team of Office Services Specialists fulfilling varied responsibilities in support of the overall daily operations. In addition, this position supports and assists the Manager, Office Services and the Director, Office Services, Facilities and Corporate Resiliency.

Key Responsibilities:

• Provides courteous & professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• This position is key in the (BAU) day-to-day operations, such as:
  • Customer Service - provide consistent high-level support.
  • Facilities support - ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
  • Hotelling - comprehensive understanding of the hotelling application to ensure booking protocols are adhered to, troubleshooting, and reporting.
  • Mail/Couriers - including deliveries and distribution.
  • Maintain various office equipment.
  • Meetings & Catering - fulfilling requests for meeting room setups and/or catering.
• Health & Safety
  • Contribute to the H&S initiative by serving as a first responder and fire warden. Update the Health & Safety boards in a timely fashion as requested.
  • Become confident with the emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Problem Solving/Trouble Shooting
  • Take ownership of the issue at hand.
  • Consider all possible solutions when problem solving and apply the most appropriate one.
• Onboarding/Off boarding
  • Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Records Retention/Off-site storage
  • Arrange for off-site storage and retrieval of files.
  • Maintain the inventory list of off-site storage records.
  • Arrange for document destruction when requested.
  • Perform annual audit to confirm accuracy of offsite storage and destruction records.
• Security
  • Frontline security
    • apply security procedures to all visitors,
    • be aware of any suspicious behaviour in and around reception and elevator lobby.
    • Become well versed in established emergency procedures.
  • Knowledge of Symmetry Access Control software system and responsible of the access cards (issuance & deletion).
• Supplies
  • Compare costs of office supplies,
  • place and follow up on orders, including special requests,
  • maintain adequate inventory levels within the office.
• Teamwork & working independently
  • Needs to work as an integral member of the team, communicating effectively and efficiently.

Education and Experience:

• Four years experience administrative role and/or receptionist in Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to troubleshoot.
• Knowledge of physical premises security processes and procedures.
• Experience in a customer service environment.

Key Skills and Competencies:

• Facility with video conferencing solutions and proficiency in MS SharePoint, Word, Excel and Outlook.
• Excellent organizational and problem-solving skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional interpersonal skills and customer service skills
• Ability to understand and assist IT with trouble shooting issues.
• Ability to lift up to 50 lbs.
• Willing to be certified in First Aid & CPR and serve as Assistant Fire Warden.

While we appreciate receiving applications, only those applicants who closely meet the position requirements will be contacted.

CIRO is committed to employment practices that are inclusive and accessible. Accommodations for individuals with disabilities are available. Should you require accommodation, please contact Human Resources.

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