Professional Consulting - Toronto

Our Client in the Banking and Finance Industry is seeking a Administrative Assistant for their Downtown Toronto office. This is a12 months contract to start, possible extension OR Permanency
 
 
GROUP INFORMATION/CULTURE:
This individual will be a floater receptionist for multiple locations as noted as above.

EMPLOYEE VALUE PROPOSITION: This is an excellent opportunity to work at an FI/bank. This role provides exposure to the commercial and personal business and exposure to the most senior leaders.

DAILY DUTIES:
Spark-notes:
This is a very administrative role.
Order suppliers for each line of business and make sure the office is running smoothly. 
They may help with new hires have all the items required.
The Floor Navigator [FN] is an important coordinating element for on-site support of the Workplace Experience program. The FN’s role is a key coordination point that champions the program by focusing on the delivery of a great user experience through the effective maintenance and support of the Workplace Experience. Accountable to provide high quality, consistent customer service and facilitating the transition of new hires into the program and sustaining the operations of the program.
• Act as “face” of and “go to” person for the workplace experience program in the office
• Greet visitors and employees and assist them in getting familiar with the space and how to work effectively in it including training on phone system, AV equipment, video conferencing equipment, Smart Boards, Wi-Fi, etc.
• Support the new hire onboarding process (create a list of items new hires receive per LOB) . Manage regular communications including building updates, fridge cleans, LOB team related, etc.
• Manage the office sundry equipment (i.e. mouse, power cords, power bars, spare laptops/desktops, etc.)
• Manage locker/personal file cabinet inventory assignment and associated key control, name plates, etc.
• Update and maintain reservation system, where applicable, including additions/deletions of people/workstations and produce monthly and/or ad hoc utilization reports
• Conduct periodic workstation utilization “bed checks” to ensure space utilization is maximized
• Facilitate coordination of security access cards for the floor and responsible for the Audit of all access cards
• Manage office supplies for office environment including: inventorying, ordering and stocking office supplies/consumables/meeting room supplies/café machine and coffee related supplies
• Administer Iron Mountain including the submission and retrieval for off-site storage, and destruction bins
• Review office etiquette and protocols with guests and visitors
• Act as single point of escalation or resolution for office issues including technology support (ordering of replacement handheld devices and/or laptops/desktops, Wi-Fi, A/V equipment, guest internet access, teleconferencing, printers, photo copiers, fax machines, facilities issues etc.), meeting space or workstation reservations
• Assist with or initiate minor event planning, managing catering where applicable and meeting space set-up
• Enforce clean-desk policy for mobile workstations
• Work with building’s property management as needed
• Conduct morning rounds to ensure all workspaces are orderly and provided with common set of supplies
• Conduct evening rounds to ensure all workspaces are orderly and provided with common set of supplies
• Front-line Liaison with appropriate facilities management resources to ensure all workspaces are clean and functional
• Manage guest access to the building
• Manage mail receipt and distribution to floor, and courier receipt and dispatch
• Proactively understand and develop strong working relationships with team(s) residing on the floor to ensure high level of service delivery

MUST HAVES:
• 2+ years of experience previous experience with customer interaction (preferably in a larger company) .
• Professional Polish
• Mature attitude  and positive attitude
• Excellent Verbal and written communication skills
• Ability to exercise sound judgement, make sound decisions and provide guidance
• Enhanced computer skills including MS Suite (PowerPoint, Excel, Outlook and Word)
• Personable
• Flexible in location
• Eager to help
• Outgoing personality

Nice to have:
• -Previous Admin/Receptionist experience (preferably in a larger company) – HM does not need to see a certain number of years, he is looking for quality

 
EDUCATION: University Education is highly preferred

 
To Apply, Please send your resume to: j.loyola@maxsys.ca

Position Type Contract
Application Deadline November 9, 2018
Experience Required 2 years
Job Duration 1 year
Education Required Bachelors