50 King Street East Hamilton, ON L8N 1A6

Front Desk Office Administrator

Job Description

The Effort Trust Company is currently looking for a Front Desk Administrator in our office in Hamilton, Ontario. The Front Desk Administrator is the first “face” of Effort Trust for visitors. This role is responsible for a wide variety of clerical offices duties in support of company administration. Includes greeting and screening visitors, answering, and referring inbound telephone calls and administrative duties.

The successful candidate will be an organized individual who loves to keep busy and work closely with people. If this sounds like you keep reading, this might be the perfect opportunity for you!

Core Competencies

  • Customer Focus
  • Communication
  • Energy & Stress
  • Team Work
  • Problem Solving
  • Accountability and Dependability
  • Operating Equipment
  • Ethics and Integrity
  • Discreet
  • Job Duties:
  • Respond to telephone and in-person inquiries from clients, business partners, and other parties.
  • Greet all visitors to the building and ascertain the nature of the business in the building.
  • Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
  • Take and record telephone, e-mail, or written message for staff members.
  • Follow the policy/guidelines on security protocol for the admission of guests beyond the reception area
  • Maintain a visitor log as outlined in the process documentation.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; accept and monitor inbound shipments as necessary.
  • Ensure boardrooms are clean and tidy prior to, and following each use; ensure the appropriate materials are up to date in boardrooms. Ensure water bottles are on hand for meeting room guests.
  • Maintain an accurate list of buildings and contact numbers with the after‐hours call service.
  • Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
  • Observe and report any security issues to the HR Coordinator.
  • Maintain the reception in a tidy and presentable manner (cleaning up spills or mud from lobby floor area as needed). Maintain a clean and orderly workstation.
  • Ensure adequate supply of business cards are on hand for various business managers to provide to clients as contact information.
  • Periodic bank deposits (by car or walking).
  • Once per day, or as needed, ensure the lobby photocopier is stocked with paper.
  • Provide administrative support as requested by manager.
  • Other duties as assigned.
  • Skills & Qualifications:
  • Post‐Secondary Education or an acceptable combination of education and experience.
  • 1 to 3 years of experience in a similar role. Residential Property Management experience preferred.
  • Proficient keyboard skills for data input (emphasis on accuracy and speed).
  • Intermediate level knowledge of Microsoft Office products, including Excel & Word (preferred)
  • Experience using a computer-based accounting package. (Yardi preferred)
  • Superior telephone manners and strong interpersonal skills.
  • Excellent organizational, time management, and communication skills.
  • Excellent follow up skills with an ability deal with tact, diplomacy, and confidentiality.
  • Strong customer service orientation with a positive and friendly attitude.
  • Access to a car needed.
  • Ability to occasionally lift items as heavy as 50 lbs

How to Apply

Please email your cover letter and resume

The Effort Trust Company welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidate taking part in all aspects of the selection process.

We welcome all applications, however, only those applicants selected for an interview will be contacted.