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Receptionist (Closed)

About the Opportunity

• Greet visitors and contractors (conduct COVID-19 screening)
• Handle incoming calls as well as maintain reception and common areas
• Coordinate meeting room bookings and ensure that the boardrooms are tidy
• Collect incoming mail daily from Canada Post and distribute accordingly
• Maintain the Pitney Bowes postage meter for outgoing mail, uploading stamp fees, ordering ink, and following up for new software upgrades and maintenance
• Prepare, receive, record, and distribute incoming/outgoing couriers through FedEx, Canada Post, or Ultimate Express
• Order, restock, and distribute Office Stationery and kitchen/coffee supplies
• Maintain and organize inventory in the mailroom; replenish paper in the mailroom and finance department printer stations
• COVID-19 protection measures, cleaning coordination and PPE stock maintenance
• Frequently update Telephone directory and List of Birthdays
• Maintain records of Beck Taxi chits and order new books as required
• Maintain Iron Mountain records, Ship/Retrieve boxes for all departments. Prepare and label boxes, and enter data to Iron Mountain database
• Reconcile invoices for approval, record and deposit incoming Cheques
• Assist Executive Assistant with office offsite, social events, holiday events, and quarterly employee charity events
• Make reservations, order catering and coordinate Board meetings, annual holiday party, and other social events, including monthly birthday lunches
• Assist with mailing of K1 Tax forms annually
• Ensure all communication (external and internal) is branded, consistent with company specifications
• Manage contracts with third party document management providers
• Assistant to CFO and Finance VPs
• Ongoing monitoring of Accounts Payable Email inbox
• Review incoming invoices for completeness and Import into Yardi Invoice Register
• Coordinate with invoicing vendor coordinators for completeness for the invoices
• Maintenance of tracker of incoming cheques and coordinating with Corporate accountant for completeness and depositing direction
• Deposit using Scotia remote deposit scanner
• Reconcile invoices from Muldoon’s, Corporate Express, PitneyWorks, FedEx, Ultimate Express, Beck Taxi, Impark, and Iron Mountain for approval
• File bank statements

• Construction/Real Estate: Scan, email, and save Property Tax bills for various properties
• Mail Property Tax Bills to the relevant tenants for settlement and update the tenant contact list
• Filing and creating labels and summary reports for property files; scan and file insurance certificates for all properties
• Periodically fax/email letters to tenants

• Assist with organizing archive documents and record keeping
• Assist Executive assistant to legal with expense reports and other admin duties as needed
• Assist in Board related, AGM and other duties as needed

About You

• 2-5+ years’ experience in a similar role
• Advanced knowledge of MS Office; familiar with Zoom, MS Teams, online data rooms, desktop sharing, cloud services, and VoIP
• A self-starter with good interpersonal skills and the ability to quickly build relationships within their team and across departments
• Detail-oriented

Salary

$50,000 - $60,000/year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #29609.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.