Receptionist & Office Service Coordinator

Toronto, Ontario, CanadaHybridFull TimePosted 2 months ago

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Role summary

Teneo, a global CEO advisory firm, is seeking a Receptionist & Office Service Coordinator for its Toronto office. This role requires 3+ years of experience and involves providing comprehensive administrative support and exceptional customer service. Responsibilities include managing the reception area, answering phones, coordinating conference rooms, ordering supplies, assisting with travel and expenses for executives, maintaining office security, and supporting new hire onboarding. The ideal candidate will possess strong organizational skills, excellent communication and interpersonal abilities, and proficiency in Microsoft Office Suite, with a minimum of five days per week in the office. Experience in hospitality is a plus.

About Teneo

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations.

Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organizational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I.

The firm has more than 1,800 employees located in 45+ offices around the world.

Job Description

Teneo is looking for a Receptionist & Office Service Coordinator with 3+ years of experience to join the Toronto office. The Office Service Coordinator is responsible for providing support to employees and administrative assistance to the office.

On a daily basis, they are responsible for answering phones, managing, and maintaining conference rooms for internal/external meetings, ordering office supplies, supporting Executives in travel coordination and expense reporting, and maintaining office security by following standard operating procedures. Provides exceptional customer service, has excellent interpersonal skills and exudes professional phone and email etiquette.

Responsibilities

General Reception duties: Greet guests and answer phones with a pleasant and professional manner. First impression for clients and guests

Provide “best in class” customer service experience to all internal and external personnel

Serve as the main point of contact for general office needs

Provide general hospitality services and maintain client-ready reception area, conference rooms, and other common areas

Oversee conference room calendar using Outlook and Robin

Provide printing, scanning, and document support, including coordinating print jobs and liaising with external vendors as needed

Assist with onboarding new hires, including coordinating workspace set-up, technology requests, and managing access card requests for employees

Support Managing Directors with administrative tasks such as restaurant reservations, travel coordination, and expense submissions

Track, order, and restock office supplies, equipment, and kitchen and pantry items

Maintain kitchen and pantry areas, ensuring a high standard of cleanliness and organization

Place catering orders and execute set-up/clean-up of internal and external catered meetings

Coordinate weekly team lunches, including sending invites, placing orders, and managing set-up and distribution

Assist with planning and execution of team activities, internal events, and occasional client-facing functions

Oversee office facilities, serve as day-to-day liaison with building management, submit work tickets for office maintenance and requests

Receive and distribute mail and packages daily, create shipping labels and schedule courier service as needed

Support general office operations and administrative processes, identifying opportunities to improve efficiency and enhance the overall office experience

Qualifications

3+ years of experience as a receptionist or similar administrative role

Familiarity with Microsoft Office Suite (particularly Outlook, PowerPoint, and Excel)

Professional email and phone etiquette

Superior organizational skills

Ability to prioritize and multitask

Self-starter with excellent communication and interpersonal skills

Inquisitive and willingness to learn

Leverages all available resources

Bachelor's degree or equivalent transferable experience

Able to work from the Toronto office a minimum of five days per week

Experience in Hospitality a plus

What We Offer

As a Teneo employee, you'll enjoy unique benefits including flexible time off policy; medical, dental, and vision coverage; long-term disability, and life insurance; RRSP plan with corporate matching; team events; snacks; and other perks.

Total Compensation Package: Includes annualized bonus, RRSP match, healthcare coverage and a broad range of additional benefits and perks.

Our Commitment to Diversity and Inclusion

Teneo is an equal opportunity employer and promotes a diverse and inclusive workplace. Teneo considers all applicants without regard to race, color, religion, creed, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, genetic information, or sexual orientation or any other status protected by applicable law.

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