Date Posted: November, 2023

Location: Toronto

About us

INNOCEAN Canada is a global agency based in 23 offices across 16 countries immersed in local cultures. Our offices share more than a name – we share ideas, assets and a challenger attitude. We focus on the future and are passionate about discovering innovative solutions that propel our clients’ business forward locally, nationally and internationally.

Key Accountabilities

Responsibilities:

Reception:

• Greet and assist visitors, clients, and employees with a warm and professional demeanour.
• Answer and direct incoming calls, taking messages when necessary.
• Deal with any escalated queries via phone, email and general correspondence and direct them to the appropriate person as required.
• Maintain a clean and organized reception area and Town Hall area, assisting with quarterly Town Hall setup for company events and yoga.

Administrative Support:

• Assist in managing and prioritizing incoming emails, phone calls, and mail.
• Receive and distribute incoming mail and packages to the appropriate recipients.
• Prepare outgoing mail and packages for shipment, including the collection and distribution of employee IT equipment.
• Schedule appointments and meetings, coordinating calendars as needed.
• Support the preparation of documents, reports, and presentations as required.

Office Maintenance:

• Monitor office supplies and inventory and assist in ordering as needed. Make certain that office and kitchen supplies are well-stocked before supplies run out.
• Oversee the cleanliness and organization of common areas and meeting rooms.
• Ensure the kitchen areas are tidy, stocked with beverages and supplies and dishwashers turn on in the evening and emptied in the morning.
• Maintain the Admin kitchen and ensure it is tidy, well-stocked and organized.
• Water the indoor plants in the office.
• Assist with facility and space management, including moving and assembling furniture.
• Print and ensure employee desk name plates are current and up to date.
• Ensure the safety and security of the office by implementing and maintaining security measures.
• Work with the JHSC to coordinate emergency procedures and evacuation plans.
• Coordinate with IT and Senior Office Coordinator to issue access cards as needed.
• Assist in monitoring and maintaining office equipment and coordinating repairs.
• Notify relevant parties about office maintenance and repairs.
• Submit service requests to the building management or security via the App.

Visitor and Guest Management:

• Sign in visitors and ensure they have a pleasant experience.
• Coordinate visitor access and provide access badges when required.
• Handle inquiries and provide information to visitors and clients.
• Offer and provide refreshments as necessary.

Assist in Event Coordination:

• Support the planning of company events, meetings, and celebrations and assist the social committee and HR & Administration team for event setup as requested.
• Assist staff with office catering for events.

Other duties as assigned to the role.

Skills and Behaviour:

• Excellent interpersonal and communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in using office software, including Microsoft Office Suite.
• Professional appearance and a positive, customer-oriented attitude.
• Ability to handle sensitive and confidential information with discretion.