Administrative Assistant, Reception Jobs

Pro Funds Mortgages is a boutique mortgage brokerage with 30 years of expertise in real estate acquisitions, development, and mortgage finance. We are part of a fast-growing and dynamic group of companies known as One Real Estate Enterprise and have an immediate opportunity in our Burlington, Ontario headquarters.

GENERAL RESPONSIBILITY

As the Administrative Assistant, Reception your primary responsibility is to provide exceptional customer and employee service experiences, effectively communicating by phone, email, and in-person. The incumbent is enthusiastic, outgoing, self-motivated, professional, well-organized, and reliable, creating an exceptional experience for our clients and employees.

The Administrative Assistant, Reception acts as the main contact for various office vendors, maintaining an organized office space, and performing a range of administrative tasks. The incumbent implements and maintains key administrative processes to help the business run efficiently and effectively.

SPECIFIC RESPONSIBILITIES

• Ensures office spaces are organized, tidy, and appropriately stocked with necessary items (marketing materials, branded materials, office supplies, kitchen supplies, etc.)
• Processes and distributes incoming mail, prepares outgoing mail, arranges for couriers (packaging / preparing necessary materials, printing labels, and calling courier), while ensuring proper record keeping.
• Manages various general e-mail inboxes and triages requests to appropriate departments and team members.
• Acts as the primary point of contact for organizational service providers such as cleaners, couriers, and office vendors, etc.
• Identifies areas of improvement and works with management to recommend and implement new procedures.
• Receives, assesses, and directs all incoming calls on multiple phone lines to appropriate departments and/or respective team members.
• Welcomes office visitors and announces their arrival to the appropriate party.
• Responsible for sending companywide communications, as required.
• Coordinates office meetings and activities, including scheduling and maintaining boardroom bookings.
• Documents all incoming clients with firm’s CRM platform and call log.
• Responsible for opening office in the morning (unlocking doors, turning on lights, etc.) and closing various areas at the end of the workday (locking meeting room doors, locking main door, shutting down lights, etc.)
• Assists with corporate administrative tasks such as preparing cheques for vendor pickups, creating labels for mailing and filing purposes, database entry and filming, etc.
• Provides general upkeep and maintenance of office including changing ink cartridges in printers, as well as monitoring inventory for ordering printer supplies, office stationery and supplies, etc.
• Other reasonable duties as required.
• Coordinates kitchen areas by ensuring adequate supply of coffee, water, beverages, and other kitchen supplies and ordering as required, ensures dishwashers are turned on every night and emptied in the morning.
• Delivers an excellent client, visitor, and employee experience with professionalism and enthusiasm.
• Maintains and creates various processes, as required, to ensure the business runs efficiently and effectively.

REQUIREMENTS

• Knowledge of office technology including printers, photocopiers, fax machines, multi- channel telephone systems and postage machine.
• Advanced knowledge of merge functions using Word, Excel, and Adobe.
• Exceptional communication skills both verbal and written.
• Excellent multi-tasking and organizational skills.
• Demonstrated customer service experience delivering exceptional customer experience in an administrative environment.
• Excellent time management skills, capable of working in a fast-paced environment, performing ad-hoc administrative duties, as required.
• A minimum of 2 years of directly related work experience as an Administrative Assistant, Receptionist or in a similar capacity required.
• Excellent computer skills, with working knowledge of Microsoft Office Suite.

WHAT WE OFFER

We are a work environment that cares about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual. At One Real Estate Enterprise you will have the ability to make a difference and have a lasting impact. We are committed to continuous learning and professional development with excellent opportunity for advancement within the organization.

• Receive a competitive salary and health benefits plan
• Excel with opportunities professional development and career advancement
• Join a dynamic, collaborative, high performing team of professionals
• Participate in frequent employee engagement events
• Work in a modern, spacious office, with impressive amenities

One Real Estate Enterprise welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.