Receptionist and Administrative Assistant

Company Description

About Agility

As one of the most innovative technology companies in Toronto that consistently makes “best places to work” lists, Agility CMS is entering a phase of substantial growth. We are seeking an experienced administrative professional who will know how to keep things running smoothly in an established and fast-paced business, with a fun start-up vibe.

In this key role, you will serve as the primary point of contact for guests entering our downtown office. You will have frontline interaction with Agility staff, executives, partners, customers and vendors. You will be responsible for accurate internal and external communications, managing calendars, and ensuring daily office operations. You will assist with coordinating team meetings and events - including fun team outings, celebrations and community outreach initiatives. 

We are looking for an enthusiastic and dependable team player with a solid work ethic. (S)he will act as the office's "first impression," and will exemplify the Agility Core Values in all communications and tasks. This role is integral to the company's success and we are excited to find the right person for it! 

Job Description

Day to Day Responsibilities

  • Enthusiastically greet and welcome employees, guest and visitors
  • Answer, filter and route all incoming phone inquiries
  • Receive deliveries
  • Follow up on late orders, delivery errors, lost shipments and maintenance requests
  • Maintain and organize storerooms, common areas and general office tidiness
  • Maintain and re-stock office and kitchen supplies, pricing variety and regularly sourcing and checking new suppliers
  • Daily walkthroughs and maintenance checks of office to ensure cleanliness standards are being met
  • Maintenance of all equipment and appliances
  • Proactively maintaining office supplies and ensuring nothing is ever out of stock as well as evaluating and ordering special requests
  • Assist in planning and coordinating company events, community initiatives
  • Accounting Assistance: Make bank deposits, reimbursement and collections assistance (accounts receivable) and other support as requested by Finance Manager
  • Human Resources Assistance: New Hire Support: Employee Handbook creation, New Hire Paperwork and setup, assisting with on-boarding/off-boarding duties of new employees 

Qualifications

Job Requirements

  • 2+ years of front-line customer service experience as an Administrative Assistant or Office Manager preferred
  • MS Guru, knowledge of collaborative tools, SharePoint experience is a plus
  • Excellent written and verbal communication skills: able to proof outgoing documentation and ensure 100% accuracy of grammar, spelling and content
  • Project co-ordination and office administration skills to source, track, report, address and assist
  • Commitment to providing excellent customer service internally and externally
  • Strong sense of urgency and ability to work in a fast paced, high volume environment
  • Strong analytical and problem solving skills
  • Ability to prioritize and handle multiple tasks and deadlines, shifting priorities quickly
  • High degree of professionalism, discretion and confidentiality
  • Ability to perform detailed work independently and accurately with minimal direct supervision
  • Positive attitude and willingness to contribute to a team

About You

  • Education: High School diploma or equivalency required. BA/BS strongly preferred, but not mandatory.
  • You want a role that depends on your energetic personality where you can make a big impact
  • You get stuff done - you take initiative, can juggle multiple projects and meet deadlines. You are relentlessly results-oriented with strong organizational skills
  • You are meticulous when it comes to detail and office cleanliness
  • You are a Technophile - you love to stay on top of new tools and technologies and are passionate about acquiring new skills and sharing them with others
  • You are Creative - there will be lots of opportunity for that creativity to flow freely, from organizing fun events to coming up with cool ideas to make our office space even more awesome. Bonus points if you have design experience or a creative hobby
  • Resourceful Problem-Solver - When something is new or challenging - you enjoy figuring it out. You are a quick on your feet and can get things done effectively, both independently and as a team player. Sorting out scheduling conflicts, dealing with last minute changes, and coming up with fun and engaging ideas quickly is your forté
  • You keep up to date with what's happening in the city and know all about upcoming events and the latest hot spots
  • You want to be challenged, inspired and appreciated

Additional Information

Company Perks

  • 4 days instead of 3 for summer long weekends (May - September)
  • Fully-stocked kitchen with the healthiest of snacks, and the city's best coffees and teas
  • Paid company lunch outings every first Friday of the month and weekly catered breakfasts
  • Monthly team-bonding events (Comedy show, Game Night, picnics)
  • Quarterly full-day outings (monster truck show, go-carting, Wonderland, trip to the ski slopes)
  • Competitive salary and benefits plan
  • Individually-tailored professional development opportunities
  • Flex hours and casual working environment
  • Comfy open-concept loft office that promotes teamwork and cross-department collaboration
  • Large workstations with the iconic Herman Miller Aeron - world's most comfortable office chairs
  • Lounge area with a flat screen, Nintendo Wii, games and a well-used ping-pong table

All your information will be kept confidential according to EEO guidelines. Reference checks will precede any offer of employment.