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Office Coordinator/Receptionist


This is a Contract position in Oakville, ON posted October 25, 2021.

We’re Ian Martin Group ( , and we’ve partnered with our client, an engineering company that provides hardware and software solutions to clients across a variety of manufacturing sectors.They are looking for a new Office Coordinator/Receptionist – someone who will bring professionalism, precision, and strong organization to their office.If you’re looking for the chance to work with a great company, we want to hear from you!Office Coordinator/ReceptionistIn this support role you’ll manage many of the day-to-day activities in their Oakville office.  Working closely with management, as well as the sales team, you’ll oversee and manage a host of tasks that will have a huge and positive impact on their business. You’ll be responsible for front line customer support services including greeting all guests, customers, and visitors to the office.  You’ll provide administration and support to training requirements and answers calls and respond to customer inquires in a timely manner.  You’ll be an integral part of ensuring their office operations run smoothly and efficiently.Practically speaking, you will:* Provide exceptional customer service to greet and assist guests when they arrive at the office* Greet guests professionally using (COVID-19) / security protocols including the sign in/out process* Answer and route incoming calls quickly and efficiently to the correct individuals and departments* Liaise between property management and contractors for all office related items* Check and distribute mail packages, documents and various correspondence that are delivered to the front desk* Sort, file and maintain filing systems including vendors, suppliers, menus etc.* Prepare and send outgoing correspondence for existing customers and vendors* Responsible to replenish and order all training and office supplies as needed* Assist Inside Sales Representatives and Service Coordinator* Maintain the appearance, cleanliness, and safety of all areas of the Oakville office* Set up and coordinate schedules and book rooms* Coordinate all training requirements including order lunch for all customer meetings, internal meetings, and events* Assist in event planning activity as neededYou’ll be a perfect fit for this role if you are proactive, and able to recognize problems and find solutions without having to be asked or micromanaged.  You are detail-oriented, have excellent communication and interpersonal skills and are open to learning new things.Working with our client:This is a full-time, contract position working, Monday to Friday, 8:00 am – 4:30 pm, The contract is 12 months in duration with the potential to turn into a permanent position.  The hourly rate is $25.00 per hour.  You’ll work out of our client’s Oakville office, which has been outfitted with safety protocols for COVID-19, including masking, sign in/out process and physical distancing.Qualifications:* Associates degree or equivalent combination of education and experience* Minimum 3-5 years’ experience in an administrative and customer service role to understand and take an initiative with best practices* Advanced computer skills with Microsoft Office 365 to include: Word, Excel, PowerPoint, and Teams* Excellent communications in a professional and courteous manner with dealing with customers/ visitors and all levels of the organization* Good technical and problem-solving skills with strong attention to detail* Solid organizational, planning, and self-management skills with the ability to multiple tasks and adjust to changing business priorities* Previous marketing/marketing support experience or education is considered an assetHow to Apply:Our online application will give you the option to apply to this role as a complete person – not just a resume. The application will assess your qualifications, personality traits, and workplace preferences, and should take 10 to 15 minutes to complete. After submitting, you’ll receive an email inviting you to log in and view your assessment results.We strive to build a team that reflects the diversity of the community we work in and encourage applications from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities.We will review applications, with priority given to those who have completed the assessment and look forward to hearing from you