Front Desk & Office Assistant Full Time NEW

(Current Vacancy)

Role Objectives

The Front Desk & Office Assistant is responsible for managing reception and supporting day-to-day office administration and operational needs. This is a front-facing role suited to someone who is organized, dependable, and comfortable working in a fast-paced office environment.

Responsibilities

• Greet and assist visitors, clients, and employees in a professional and welcoming manner
• Manage incoming calls, including screening and directing inquiries appropriately
• Administer visitor sign-in procedures and ensure compliance with safety and access protocols
• Maintain a clean, organized, and professional reception and front-of-house area
• Coordinate booking and scheduling of meeting rooms, boardrooms, and shared spaces
• Support Executive Assistants and Project Administrators with meeting coordination, including room setup and basic requirements
• Coordinate ordering of office snacks, beverages, and related supplies for the office, project sites, and UDCS as required
• Arrange catering and provide setup and cleanup support for internal meetings and events (e.g., lunch-and-learns)
• Ensure office, meeting rooms, and common areas are consistently organized and ready for use
• Perform general administrative duties including filing, data entry, and document management
• Assist in planning internal and corporate employee events, including but not limited to the Winter Party, Summer Picnic, and Supers Weekend, by providing administrative and logistical support under the direction of the appropriate lead
• Support event coordination activities such as scheduling, vendor sourcing, catering arrangements, and preparation of communications and announcements, as required
• Provide onsite support during events, including setup, coordination assistance, and cleanup, ensuring smooth execution of activities
• Coordinate with relevant stakeholders (e.g., Executive Assistants, Project Administrators, and Facilities) to support event requirements and execution
• Ensure all event-related activities remain in a support capacity, with overall planning, decision-making, and accountability retained by designated leads
• Provide lunch coverage and backup Office Services support as required
• Maintain files for services, equipment, programs, and various contracts, and assist in digitizing records for consistency and accessibility
• Perform general administrative duties including filing, information analysis, and other duties as assigned
• Distribute corporate and company-wide correspondence
• Maintain internal contact lists and office reference materials
• Monitor and replenish office and pantry supplies
• Operate and maintain kitchen/servery equipment (including coffee machines) and coordinate servicing as needed
• Provide coverage for the Office Services Coordinator during absences and breaks
• Support planning and execution of office and facilities-related activities by providing logistical and administrative assistance

Candidate Requirements

• Post-secondary education in a related field.
• Minimum 3 years work experience in a front office or reception role.
• Strong communication skills, both written and verbal, with a professional command of English

Skills

• Friendly, approachable, and professional in appearance and demeanor
• Proficient in Microsoft Office Suite and comfortable learning new systems and technology
• Resourceful, proactive, and strong problem solver
• Highly organized with the ability to multitask, prioritize, and work well under pressure

Location & Commitments

• Urbacon Head Office – 750 Lakeshore Blvd East
• Full-time, in-office Position (5 days per week)
• No remote work