Receptionist & Administrative Assistant

• Provide consistent and accurate administrative support to project and production teams.
• Manage a high volume of recurring tasks, ensuring deadlines and quality standards are met.
• Prioritize and respond to urgent requests via the general office inbox.
• Maintain organized and up-to-date electronic files and records.
• Prepare routine and ad hoc reports as required.

• Draft and issue project-related documents, including fee letters, change orders, and site reviews.
• Prepare building schedules and compliance certificates for stamping and distribution.
• Open new opportunities in CORE and track follow-ups.

• Maintain office inventory, including janitorial, kitchen, and paper supplies.
• Coordinate bookings, service appointments, and courier/hot-shot shipments.
• Support employee onboarding and offboarding processes (key fobs, security lists, phone directories, office layouts, nameplates, etc.).
• Assign monthly kitchen, snow removal, and printer duties.

• Provide professional front-line reception support, greeting clients and visitors.

• Maintain visitor logs, vehicle sign-out sheets, and in/out day timers.
• Ensure boardrooms are clean, organized, and equipped for use.

• Post-secondary education in business administration or related field is an asset.
• Ideally 5-7 years of experience in a fast-paced administrative role supporting project or production teams.

• Advanced proficiency in Microsoft Word and Excel.
• Strong computer skills and ability to quickly learn new systems.
• Experience in document-heavy or project-based office environments is an asset.

• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and meet tight deadlines.
• Excellent written and verbal English communication skills.
• Proactive, dependable, and able to work independently or collaboratively.
• Reliable personal vehicle required.

• Salary: $50,000-$60,000 annually, based on experience.
• Immediate start available.

Executrade