Administrative Assistant / Receptionist Job at Randstad (Mississauga)

Job Description

We are looking for an outgoing and proactive Office Coordinator to serve as the heartbeat of our client's headquarters in ETOBICOKE. This is a dynamic role designed for a natural "people person" who thrives in an environment where no two days are the same. As the primary face of the office, you will handle everything from high-level liaison duties with building management to the essential "little things" that make their culture thrive—like managing the snack program, coordinating employee onboarding logistics, and overseeing office renovations.

Job Responsibility

Act as the first point of contact, greeting all visitors and directing them to the appropriate department with a warm, professional welcome
Manage the central switchboard, expertly screening and routing calls while ensuring accurate message delivery
Serve as the primary contact for building management regarding facility inquiries, employee access badges, parking transponders, and building-wide notices
Take full ownership of office and kitchen supplies, maintaining optimal stock levels and managing the internal snack and swag programs
Oversee all incoming and outgoing mail, including the preparation and tracking of domestic and international courier shipments (FedEx)
Ensure all shared office spaces and conference rooms are "guest-ready" at all times
assist with the coordination of office renovations or layout changes
Support HQ-based employee onboarding by preparing workspaces, coordinating security access, and organizing "welcome" logistics
Provide clerical assistance across various teams, including managing catering requests, hotel accommodations, and floral/gift orders
Proactively identify opportunities to streamline office workflows and enhance the daily employee experience
Jump in to assist with "expect the unexpected" tasks and special projects as the organization grows and evolves

Requirements

1–3 years of experience in an office coordination, administrative, or hospitality role (Front Desk, Reception, or Office Assistant)
Exceptional verbal and written communication skills with a professional demeanor for answering switchboards and greeting guests
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
A proactive "owner" mindset with the ability to identify inefficiencies and suggest creative solutions for office improvements
Proven ability to "expect the unexpected" and pivot quickly between tasks in a fast-paced environment
Strong attention to detail and the ability to manage multiple physical inventories (office supplies, snacks, and company swag) simultaneously
A naturally outgoing and personable attitude
someone who genuinely enjoys being the first point of contact for employees and visitors

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Administrative Assistant / Receptionist

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