Office Services Assistant - Toronto, Canada - HarbourVest Partners

Description

Job Description Summary

HarbourVest Partners is looking for a highly motivated Office Services Assistant to join our Office Services team.

The Office Services Assistant will be responsible for managing the reception desk in HarbourVest's Toronto office, expense reports, and general office services support.

Requirements:

• Excellent verbal, written, and organizational skills
• Ability to interact confidently with all levels within the firm
• Excellent time management skills and the ability to prioritize workflow while meeting specific deadlines
• High attention to detail
• Commitment to customer service
• Excellent problem solver
• Extensive comprehension of standard office administrative practices and procedures
• Proficient knowledge of MS Office (Excel, Word, PowerPoint, Outlook, etc.)
• 35 years of office services and/or administrative experience in a professional organization

HarbourVest is an Equal Opportunity Employer


Responsibilities:

Receptionist Duties

• Promptly and professionally answer incoming phone calls, route callers to the correct individual or resource
• Answer and distribute messages efficiently and accurately
• Monitor visitor security clearance and catering processes
• Warmly greet and direct visitors, announce visitors to staff members appropriately
• Assist in managing outside vendor accounts and relationships
• Circulate information materials, publications, subscriptions, mail, packages, etc.
• Schedule conference rooms and luncheons when necessary, handle additional requests of guests while they are inhouse

Expense Reports

• Create and submit reports for expenses incurred from trips, client meetings, or for general operational purposes
• Retrieve details from database (e.g. Efront, HarbourView, etc.) as supporting documents in expense reports

Offices Services Duties

• Order and stock stationary, groceries, and other office supplies as required
• Identify maintenance issues and place work orders with building management and janitorial vendor for; repair, cleaning, routine maintenance, and other general equipment and facility needs
• Onboard new employees, including setting up workspace, arranging building/office access, and conducting new hire orientation as needed
• Tidy conference rooms after meetings to ensure they are always clean and ready for future use
• In the absence of other Office Services staff, provide basic support for their daytoday responsibilities, including support to their assigned staff.
• Maintain reception area, equipment, and openplan areas by making sure that they are always orderly
• Troubleshoot IT issues and liaise with HV Help Desk to resolve issues in a timely fashion
• Assist in special projects on an as needed basis with other staff members

Education:
No formal education required

Work Experience: 3-5 years of office services and or administrative experience in a professional organization