Receptionist/Office Coordinator, Toronto

We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 99% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canada’s Top Employers, we are dedicated to upholding our firm’s values through this phase of significant growth.

By bringing together smart, dedicated, and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in a values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for incoming employees to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build the future. If you have this same drive, then let’s talk!

Position Summary

As Receptionist/Office Coordinator, Toronto you would join our team of office administration experts responsible for providing exceptional service to our high-profile clients, management, and staff. This role will predominately consist of providing a high level of office coordination, administration and providing the first impression of Nicola Wealth to our high-profile clients, staff and business partners, including all aspects of reception. Our ideal candidate will be detail-oriented, service-driven and proactive, conscientious, and confident delivering exceptional service both in-person and over the phone. This role reports to the Office Manager, Toronto, is located in our Toronto office and will be in-office based. This role will also provide coverage at our Vaughan office, when required.

As a Receptionist/Office Coordinator, Toronto, your key accountabilities will involve:

• Retrieve, sort and redirect incoming mail and couriers; prepare outgoing mail and couriers.
• Partner with People & Culture to aid with the onboarding of new staff as needed.
• Assist with boardroom/meeting room schedules, facilitate room set up and take down, ensuring space is presentable before and after meetings.
• Other duties and projects, as required.
• Maintain an organized and presentable reception area, ensuring visitors first impression of Nicola Wealth is a positive one.
• Manage office supplies, monitoring inventory and preparing weekly orders.
• Coordination and support for staff special events.
• Provide administrative and office support in collaboration with teams across the organization.
• Assist with catering requirements for meetings and special event planning.
• Manage kitchen maintenance including ordering weekly coffee/food orders and kitchen supplies.
• Welcome clients and visitors, greeting them and providing high standard of client interaction.
• Answering multi-line telephone, answering questions, and transferring calls in a polished and professional manner.
• Act as an office representative for First Aid Attendant and Fire Marshall.

As a Receptionist/Office Coordinator, Toronto, your experience and qualifications will include:

• A minimum of 2 years of related work experience preferably in a financial planning firm or equivalent. A hospitality background is an asset.
• Ability to develop and maintain relationships internal to the organization and external with clients and business partners.
• Self-directed with the ability to proactively resolve problems and resolve conflicts with a high degree of professionalism, solution oriented critical thinker.
• Exceptional interpersonal skills and a high degree of professionalism.
• Superior client service orientation - ability to blend concierge services an asset.
• Highly organized with a keen attention to detail.
• Resilient and calm under pressure.
• Must be legally eligible to work in Canada for any employer.
• Team player that is adaptable, flexible and hands-on to achieve the desired end result.
• Demonstrates a drive for continued learning and professional growth.
• The confidence to adapt to change.
• Has a positive attitude and thrives in a dynamic, fast-paced environment.
• Highly proficient in MS Word, Excel and Outlook.
• Post-Secondary diploma or degree in areas focusing on Business Administration.
• Working in a high performing client service-oriented capacity with both internal and external customers.

Please include both cover letter and resume in your application. Thank you for your interest in this position. We are an inclusive equal opportunity employer. For more information about this and other roles: nicolawealth.com/careers