Bilingual Receptionist & Office Administrator

Canadian Olympic Committee

Application Deadline Ended

Apply by Ended 9/1/2023
Bilingual Receptionist & Office Administrator | Canadian Olympic Committee

Bilingual Receptionist & Office Administrator

Canadian Olympic Committee

Apply by Ended 9/1/2023

Posted 2 months ago

No Longer Accepting Applications



Toronto, Ontario, Canada

Job Type

 Job Description

This position will be located in the COC office in Toronto, ON at 250 Yonge St. Suite 3000. This is an office-based position with little flexibility for remote work.



  • Act as first point of contact for all incoming guests; greeting visitors, informing employees of guest arrivals, and following all processes for visitors in office;
  • Answer all incoming calls: transferring calls to the appropriate team member and/or responding to enquiries, as needed;

Office Administration

  • Work collaboratively with the Montreal Receptionist and Office Administrator to ensure seamless communication and effectiveness between offices;
  • Assist with the hiring and management of third-party contractors (painters, movers, etc.);
  • Work with building management to maintain a clean, functional and safe working environment for all staff;
  • Manage all office operational procedures and foresee where positive change and operational efficiencies can be made;
  • Responsible for light office maintenance (plant watering, kitchen cleanliness, water filters, etc.);
  • Coordinate boardroom bookings for both internal and external clients/associations, catering needs, room set-up, technical requirements and meeting logistics as required;
  • Prepare financial reports and summaries and reconcile all office expenses (Staples, Wheels, Taxis, Purolator, etc.);
  • Route and file various documents;
  • Draft and proofread office-wide correspondence;
  • Update Staff Directory list and seating plan as needed;
  • Assist People and Culture and  Manager, Facilities with the onboarding and termination process of employees (Business cards, new desk area, activation of building key etc.);
  • Prepare outgoing mail, courier packages and post daily;
  • Receive, open and distribute (invoicing and coding if necessary) incoming courier packages and mail;
  • Monitor, order and maintain all office supplies and department specific supplies (paper, ink, etc.);
  • Oversee maintenance of office equipment, ensuring equipment is functional at all times (printers, postage meter etc.);
  • Oversee maintenance, supplies and operational needs of all common areas, including the reception area, meeting space, production rooms and kitchens (dishwasher, fresh coffee, dishes, etc.), including day-to-day needs; and all common areas tidy and presentable at all times;
  • Coordinate boardroom bookings, catering needs, room set-up and meeting logistics as required;
  • Assist in the management of all office and offsite storage;
  • Purchase and provide healthy food items for Breakfast and Snacks programs while staying within monthly budget;

Administrative support

  • Provide some administrative support to the Manager, Facilities/ Senior Executive Assistant to the CEO and Secretary General as needed;
  • Participate in administration/coordination meetings, as scheduled;
  • Provide general administrative support to the C-Suite, including preparing mail merges, coordinating event invitations, updating contact lists, processing mailings and maintaining files and records;
  • Manage independently and/or assist with projects as assigned and provide Manager, Facilities with status updates as required; and
  • Other duties as assigned.

Qualifications RequiredQualifications Required

  • Must be fully bilingual in French and English. Other languages an asset;
  • Possess outstanding interpersonal/communication skills and problem solving;
  • Pleasant and professional telephone manner;
  • Strong regard for business etiquette and confidentiality;
  • Very capable of working in a strong team environment
  • Demonstrates flexibility, initiative and a strong attention to detail;
  • A proactive self-starter with strong motivation to take on multiple initiatives with the ability to adjust to changing priorities and competing deadlines;
  • Ability to thrive in a fast paced, creative environment while maintaining a positive attitude;
  • Effectively manage time, prioritize workflows and schedules;
  • Strong technical skills, including: Microsoft Word, Excel, Outlook, Power Point are a must;
  • Knowledge and enthusiasm about sport in Canada an asset;
  • Sense of humour appreciated;
  • Demonstrates and embodies the COC values of Accountability, Excellence, Fun, Respect and Bravery
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