Receptionist & Office Service Coordinator

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. They provide exceptional customer service, have excellent interpersonal skills and exude 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.