Reception & Office Experience Coordinator - Toronto, Ontario
1 day ago
Job description
Our client is seeking a polished, welcoming, and highly organized professional to serve as the face and heartbeat of their office. This individual will be the first point of contact for guests, clients, and partners, setting the tone for every in-person and phone interaction.
This role is part-time, temporary with the potential to be expanded to full-time in the future.
The ideal candidate brings a naturally warm and engaging presence, takes pride in creating a seamless and elevated office experience, and acts as an exceptional ambassador for their brand. Beyond reception duties, this role plays a key part in ensuring the office operates efficiently and reflects their culture of professionalism and hospitality.
A proactive mindset, strong attention to detail, and the ability to anticipate needs before they arise are essential for success in this position.
Responsibilities
- Welcome clients, investors, and business partners with professionalism and warmth, ensuring a positive and memorable first impression.
- Manage incoming calls with confidence and discretion, directing inquiries appropriately.
- Maintain a polished and guest-ready reception area and meeting spaces at all times.
- Oversee meeting room scheduling and logistics to avoid conflicts and ensure rooms are fully prepared.
- Serve as the go-to resource for meeting room technology and coordinate troubleshooting as needed.
- Arrange catering for meetings and internal gatherings.
- Manage incoming and outgoing mail, courier services, and package distribution.
- Maintain kitchen and common areas to a high standard, ensuring supplies are stocked and spaces are organized.
- Proactively order and manage inventory of office and kitchen supplies.
- Coordinate office maintenance and vendor relationships for equipment and facility needs.
- Assist in organizing internal events.
- Lead the coordination of internal newsletters and communications, helping to keep teams informed, engaged, and connected to the company's culture and initiatives.
- Provide travel coordination support for team members as needed.
- Process expense submissions accurately and in a timely manner.
- Offer flexible support for additional administrative or operational needs as they arise.
Experience
- Approximately 4–6 years of experience in administrative, reception or office management roles within a professional environment.
- Demonstrated experience serving as the first point of contact, bringing a warm, welcoming, and polished presence to all client and guest interactions.
TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.
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