PLEASE READ:
This is a 1 month contract with potential for permanent - please only apply if youre available immediately.
This position is full time in their Mississauga Office from 8:30am - 4:30pm.
Your new company
Hays Specialist Recruitment has partnered with a brokerage firm located in Mississauga, ON. We are looking to hire a Administrative Assistant/ Receptionist to join their team on a contract basis of 1 month, which has the possibility of extension/ permanent. This candidate will be working from their Mississauga Office on a full time basis.
Your new role
- Greet all clients and visitors in a professional manner
- Answer incoming calls directed to reception from the Automated Telephone System and redirect as appropriate.
- Organize, manage and order office supplies
- Communicate directly via phone, email or in-person with internal employees and provide reliable and timely resolutions to their inquiries
- Communicate via phone, email or in-person with external vendors in a professional and courteous manner
- Ensure all incoming mail/couriers/Purolator reach appropriate person in a timely manner
- Coordinate all outgoing mail/ICS (courier) or Purolator items, and ensure they are sent out on time as the first point of contact for vendors, service providers, and building management.
- Work with external contractors i.e., Facility Plus, Menkes to provide scope, approval, and completion of jobs.
- Maintain a clean and organized office environment, including meeting rooms and common areas.
- Manage office supplies inventory and place orders as necessary.
- Coordinate maintenance of office equipment, such as printers and IT systems, as applicable.
- Oversee the service vendors where required for janitorial, cleaning, repair and maintenance
- As fire warden ensure the office facilities are in compliance with safety regulations, such as local fire codes, handicap access, other laws.
- JHSC-co-chair, conduct quarterly meetings and monthly walk throughs.
- Management of the building security system and acting as the first point of contact to respond to calls during business hours and after hours.
What you'll need to succeed
- 3+ years of building maintenance experience in an office setting
- Knowledgeable of updated requirements regarding Health and Safety standards
- Ability to handle office management issues professionally and take initiative when necessary
- Professional in dress code and demeanor
- Excellent ability to communicate effectively, both in oral and written form
- Strong interpersonal skills with the ability to build effective working relationships with all levels of organization and with external stakeholders
- Diplomatic with ability to exercise confidentiality
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
- Strong attention to detail and ability to work in fast paced/team environment with excellent organizational skills
- Team player, willing and able to adapt to change
- Proficient in MS Office Suite (Word, PowerPoint, Excel)