We are looking for a detail-oriented and personable Receptionist to join our team on a contract basis in Richmond Hill, Ontario. In this role, you will be the first point of contact for visitors and clients, ensuring a welcoming and efficient experience. This is an exciting opportunity to contribute to a dynamic IT software company while showcasing your organizational and communication skills. The position offers an 8-hour workday with a 30-minute unpaid lunch break.<br><br>Responsibilities:<br>• Welcome and greet visitors, ensuring a positive first impression.<br>• Answer and manage a multi-line phone system, directing calls to the appropriate departments.<br>• Schedule and coordinate appointments efficiently.<br>• Provide general administrative support, including organizing files and maintaining records.<br>• Assist with data entry tasks, ensuring accuracy and attention to detail.<br>• Handle email correspondence professionally and in a timely manner.<br>• Collaborate with administrative staff to manage overflow work, such as word processing and internet research.<br>• Maintain a tidy and organized reception area.<br>• Support customer service efforts by addressing inquiries and providing information as needed.
We are looking for a dedicated and organized Front Desk Coordinator to join our team in Toronto, Ontario. In this long-term contract role, you will be responsible for ensuring the smooth handling of administrative tasks and data management. Your attention to detail and ability to manage multiple priorities will be key to success in this position.<br><br>Responsibilities:<br>• Accurately input data into proprietary databases and ensure records are up-to-date.<br>• Verify the accuracy and completeness of documents before processing.<br>• Perform data entry tasks using Microsoft Excel with precision.<br>• Format and organize documents to meet company standards.<br>• Handle general administrative tasks, including scheduling and correspondence.<br>• Provide support for ad hoc administrative duties as required.<br>• Collaborate with team members to maintain an efficient and organized office environment.
<p>We are looking for a dedicated Accounting Clerk to join our team in Mississauga, Ontario. This role is ideal for someone who thrives in a dynamic office environment and enjoys a mix of accounting and customer service responsibilities.</p><p><br></p><p>Responsibilities:</p><ul><li>Prepare and distribute customer invoices in a timely manner.</li><li>Record incoming payments and process credit card transactions accurately.</li><li>Monitor accounts receivable aging and follow up on outstanding balances.</li><li>Maintain and update customer account information, ensuring accuracy and completeness.</li><li>Review, code, and process supplier invoices, matching them with purchase orders and receipts.</li><li>Ensure appropriate approvals are obtained prior to processing payments.</li><li>Prepare and execute payment runs, including cheque and EFT/ACH transactions.</li><li>Respond to vendor inquiries and resolve payment discrepancies promptly.</li><li>Perform vendor account reconciliations and assist with monthly bank reconciliations.</li><li>Greet visitors and handle incoming calls, emails, and in-person inquiries professionally.</li><li>Maintain a clean and organized reception area to ensure a welcoming environment.</li><li>Coordinate meeting room bookings and manage appointment schedules.</li><li>Receive, sort, and distribute mail and deliveries efficiently.</li><li>Provide support with document filing, data entry, and maintaining office records.</li><li>Assist other departments with administrative tasks as required.</li></ul><p><br></p>
<p><strong>On behalf of our client, a reputable organization within the not-for-profit sector, we are hiring a Part-Time Administrative Assistant.</strong></p><p><br></p><p>This role will provide essential day-to-day operational and communications support to ensure the organization’s internal functions and external engagement run smoothly. The ideal candidate will bring strong administrative coordination skills and a proactive, detail-oriented approach to supporting meetings, events, digital communications, and front-line member service. This is a multifaceted role suited for someone who thrives in a collaborative and mission-driven environment.</p><p><br></p><p>Key Responsibilities </p><p>● Scheduling meetings with multiple internal and external attendees</p><p>● Preparing agendas for review, taking attendance and minutes, and drafting meeting materials using existing templates</p><p>● Proactively preparing meeting logistics for in person or virtual meetings</p><p>● Act as a first point of contact for the organization’s central email and phone line including answering general inquiries or forwarding the inquiry to the appropriate party</p><p>● Complete filing of documents electronically in an organized manner</p><p>● Upkeep spreadsheet database and inventory, and complete basic website content updates</p><p>● Use DocuSign to circulate agreements for signing and follow up with signatories</p><p>● Assist with the preparation of the Annual General Meeting</p><p>● Drafting and preparing business correspondence, emails, forms, notices, etc</p><p>● Booking and coordination of volunteers and staff schedules for meetings or events</p><p>● Tracking of alternative time off. </p><p>● Assist with onboarding orientation of new staff and season team members</p><p>● Draft e-newsletters for review.</p><p>● Supporting the Executive Director as needed with other tasks </p>
We are looking for a highly organized and proactive Office Assistant to join our team on a contract basis in Toronto, Ontario. In this role, you will play a pivotal part in ensuring smooth day-to-day office operations and supporting various administrative tasks. This is a hybrid position requiring in-office presence Monday to Thursday, with flexibility to work remotely on Fridays.<br><br>Responsibilities:<br>• Oversee daily office operations, including greeting visitors, managing building access, and coordinating office logistics.<br>• Handle global shipping and receiving tasks, including IT equipment, mail, and other office assets.<br>• Maintain office supplies, including kitchen inventory, and organize weekly office lunches.<br>• Support business activities by coordinating meetings, ordering conference materials, and arranging global office bookings.<br>• Manage facilities-related tasks, such as parking arrangements, evacuation plans, and other operational needs.<br>• Ensure first aid certifications are current or obtain necessary training as required.<br>• Provide assistance with marketing and event coordination, including creating badges, ordering promotional materials, and organizing events.<br>• Utilize office tools and software such as Outlook, 365, and CRM systems to streamline administrative tasks.<br>• Process financial duties related to shipping, including managing taxes and ensuring compliance with shipping regulations.
Position Overview: Our client, a shopping centre in the Toronto area, is seeking a Property Admin Assistant to join their team on a 18 month contract. This role involves providing administrative support and ensuring the smooth day-to-day operations of a commercial property. The Property Admin Assistant will report directly to the Property Manager and be responsible for tenant and vendor relationships, accounts receivable tasks, file maintenance, and various reporting responsibilities. Proficiency in property management software, such as Yardi, is strongly desired. <br> Key Responsibilities: Administrative Tasks: Provide administrative support to the property management team. Handle incoming calls, receive and distribute mail, and manage office supplies. Prepare and distribute letters or memos to tenants as required. Maintain detail oriented communication with tenants and customers, promptly responding to inquiries, emails, and voicemails. Welcome and sign in contractors and visitors entering the property. Administer employee discount programs and assist with marketing initiatives as needed. Perform additional tasks as directed by the Property Manager. File Maintenance: Maintain and update tenant lease files, ensuring accuracy and timeliness. Ensure tenant insurance certifications remain current and are properly documented. Keep tenant contact details, including emergency contact information, up to date. Maintain pest control certification records and update as needed. Accounts Receivable: Process rent payments promptly by coding and forwarding them to accounting. Monitor tenant accounts receivable, ensuring zero balances, and follow up on arrears. Issue reminders and default letters when necessary and communicate with tenants regarding payment discrepancies. Regularly report arrears status to the Property Manager. Reporting: Collect monthly sales reports from tenants and submit to management for review. Provide monthly updates on sales, pest control, contract vendors, and graffiti removal to the Property Manager. Specialty Leasing: Manage contract tenant bookings (business and non-profit) and ensure all payments and documentation are submitted. Coordinate with operations to ensure seamless setup for contract vendors or tenants. <br> Qualifications: Exceptional customer service skills, with strong written and verbal communication abilities. detail oriented demeanor, self-motivated, and highly organized with a strong attention to detail. Proficiency with Microsoft Office Suite, including Word and Excel, with experience using mail merge tools. Familiarity with basic accounting principles. Experience with property management platforms, such as Yardi, is preferred. Ability to multi-task and work collaboratively with multiple stakeholders.
We are looking for a detail-oriented and proactive Administrative Coordinator to join our team in Toronto, Ontario. In this dynamic role, you will provide critical support across logistics and procurement functions, ensuring smooth operations and efficient task management. The ideal candidate will excel in organization, multitasking, and communication while maintaining a calm and focused approach in a fast-paced environment.<br><br>Responsibilities:<br>• Coordinate logistics processes, including preparing shipment documentation such as bills of lading, packing lists, and freight invoices.<br>• Collaborate with internal teams and vendors to manage inbound and outbound shipments effectively.<br>• Organize and maintain both digital and physical filing systems to ensure easy access to important records.<br>• Perform data entry, document formatting, and general administrative support with exceptional attention to detail.<br>• Assist customers by providing updates on order statuses, shipment timelines, and responding to inquiries promptly.<br>• Support cross-departmental projects, including editing manuals and printing technical documents, to facilitate team initiatives.<br>• Manage daily administrative tasks and prioritize competing demands to maintain high-quality deliverables.<br>• Handle sensitive information with discretion and uphold confidentiality standards.<br>• Contribute to the development and improvement of operational workflows by identifying areas for optimization.
