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Receptionist

Fengate Asset Management

This is a Full-time position in Cheltenham, ON posted September 13, 2021.

Company Description: Fengate is a real asset investment firm that specializes in customized investment funds with a strategic focus on infrastructure, real estate and private equity.

We are trusted developers and active managers of real assets, providing investors with special access to tailored investments with reliable, long-term returns.

With operations in North America and select international markets, we have a global reach built on strong Canadian roots and a well-established track record of successful investments.

Founded in 1974, Fengate started as a real estate management business in Ontario, Canada.

Over the last 40 years, we have transformed our business to become one of Canada’s leading real asset management firms, with offices in Toronto, Oakville, and Houston.

Since 2007, Fengate has been recognized as one of “Canada’s Best Managed Companies”.

Position Description: The qualified candidate will be solely responsible for managing the front reception area as the first point of contact for all external visitors and will therefore be the face of our firm in our Oakville office.

Working closely with the Operations team, the ideal candidate will be professional, punctual, a quick learner with a customer service attitude.

Key Functions and Responsibilities: Reception functions Greeting guests Welcome guests and take coats upon arrival Ensure all visitors sign in and out Offer and provide refreshments and have guests seated in reception area Operate phone system Answer phone, and transfer calls as appropriate to required personnel Answer basic questions regarding the business such as departments, hours, location Check voice mail for missed calls and messages and direct to appropriate staff If callers are not able to reach staff, ensure the message is promptly passed on Maintain awareness of staff movements in and out of organization (to properly direct calls) Mail Oversee distribution of incoming and outgoing mail Sign for courier packages upon arrival and immediately distribute to appropriate personnel Process outgoing mail through mailing machine, and drop off at mailbox Send overnight courier packages using Purolator or Fed-ex, upon staff request If an individual needs a package sent in a rush or for same day delivery, contact of a rush delivery service is made Administrative duties Office invoices Bell Mobility
– completed within 2-3-day span (1 x month) Filter through entire Bell Mobility statement and log cell phone cost to corresponding employee Enter each individual charge onto Bell Mobility spreadsheet; and send to corporate finance accountant Boardrooms (daily) Manage calendars for all boardrooms and meetings Ensure boardrooms are not over booked, and there is adequate time between meetings Set up boardroom for meetings; provide beverages, coffee, tea, refreshments and lunch if needed Ensure boardrooms are tidied as soon as meetings are finished; dishes and waste are promptly removed Miscellaneous Support the Office Coordinator in managing office access requests, as required Place food orders for meetings, and other office related functions Assist in staff and company functions Create v-cards for new employees in shared contacts; maintain and update as needed Update and distribute office phone directory Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing; Housekeeping duties Supply & grocery orders Calculate inventory of groceries, coffee and other miscellaneous kitchen products and place weekly orders Maintain office supplies; keep track of inventory and order supplies weekly Advise day porter to put away groceries as well any minor janitorial services that are required Order coffee bi-weekly and other miscellaneous products as needed Maintaining Office Equipment Ensure office equipment is in working condition at all times; Call for maintenance when necessary Have products on hand to assist in daily operation of office equipment General housekeeping Have coffee machines serviced regularly; switching out coffee pots (bi weekly) Maintain organization and cleanliness of all supply rooms; ensuring cupboards and drawers are fully stocked Ensure all printers are filled with paper in the morning, and late afternoon (daily) Real Estate Admin Support Enter contact cards for vendors/new tenants and send to appropriate personnel Contact tenants for contact information upon lease agreement, renewal and any time contact information is outdated (phone numbers, title changes, leasing & accounting information) Update tenant notice lists with tenant contact information for all properties Executive/Staff Admin Support Print presentations on appropriate presentation paper, punch and bind with covers Arrange taxi service for visitors upon request; ensure timely arrival of service and provide taxi chit (when needed) Type up documents and correspondence Create binders and organize documents for staff, as required Print and deliver documents/emails as needed Reporting Lines: This position reports to Office Coordinator as well as Vice President, Internal Operations Qualifications: College graduate or equivalent Previous receptionist experience is a must Proven ability to manage multiple tasks/activities in a dynamic fast pace environment Experience with Microsoft Office, and specifically experience with Word and Excel Excellent interpersonal and communication skills Ability to work with minimal supervision Performance Metrics and Compensation: Success will be based upon mutually agreed upon milestones.

Salary will be commensurate with experience.

Applications: Please note that during the recruitment process, where needed, accommodation for disabilities are available on request.

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.