Job Title: Receptionist and Business Administration Coordinator
Duration: 12 Months (Potential Extension and Full-Time Conversion)
Location: Toronto, ON
Schedule: Monday to Friday | 8:30 AM – 5:00 PM (7.5 hours/day)
Work Model: Fully Onsite (5 Days/Week)

Position Summary
The Receptionist and Business Administration Coordinator is responsible for providing professional front-desk support while ensuring the smooth day-to-day operation of the office. This role combines reception, administrative, workplace, and facilities coordination responsibilities to deliver an excellent employee and visitor experience. The ideal candidate is highly organized, customer-focused, and able to manage multiple priorities in a fast-paced corporate environment.
Key Responsibilities

• Serve as the first point of contact for visitors, employees, and external partners.
• Manage calendars, meeting rooms, and meeting logistics, including technology and resources.
• Coordinate onboarding activities, internal meetings, leadership events, and employee engagement initiatives.
• Monitor shared mailboxes and manage incoming/outgoing mail and courier services.
• Process invoices, vendor payments, expense requests, and office procurement.
• Coordinate with internal teams and vendors on office moves, workspace planning, facilities, contractor access, and office supplies.
• Organize training logistics, including scheduling and registrations.
• Support workplace access management, office security, health and safety, and general facilities operations.
• Identify process improvement opportunities and provide administrative support to leaders and business teams.

Must-Have Qualifications

• 2–5 years of experience in office administration, workplace services, facilities coordination, or a similar role.
• Excellent organizational, multitasking, and time management skills in a fast-paced environment.
• Strong customer service, interpersonal, and communication skills with the ability to interact professionally with employees, clients, guests, and stakeholders.
• Demonstrated problem-solving ability, sound judgment, and discretion when handling confidential information.
• Intermediate to advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, and PowerPoint).
• Experience preparing reports and dashboards using Microsoft Excel.
• Ability to work independently, collaborate across teams, and build strong vendor and stakeholder relationships.
• Proactive, adaptable, detail-oriented, and committed to continuous improvement.

Nice-to-Have Qualifications

• Experience supporting workplace moves, office renovations, or facilities projects.
• Experience with invoice processing, procurement, or vendor management.
• Experience with Power BI, SharePoint, or workflow automation tools.
• Knowledge of workplace health and safety and office security practices.
• Previous experience in banking, financial services, insurance, or another corporate environment.

Education

• Post-secondary education in Business Administration, Office Administration, Facilities Management, or a related field, or an equivalent combination of education and experience.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is C$23.51/hr.