Receptionist & Office Service Coordinator

Job description

### About Teneo Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future. Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations. Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organizational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I. The firm has more than 1,800 employees located in 50+ offices around the world. ### Job Description Teneo is looking for a Receptionist & Office Service Coordinator with 3+ years of experience to join our Toronto office. The Office Service Coordinator plays an important role in supporting employees and providing administrative assistance to help ensure the office runs smoothly and efficiently. On a daily basis, this individual is responsible for answering phones, managing and maintaining conference rooms for internal and external meetings, ordering office supplies, supporting Executives with travel coordination and expense reporting, and maintaining office security by following standard operating procedures. The ideal candidate provides exceptional customer service, has excellent interpersonal skills, and demonstrates professional phone and email etiquette. ### Responsibilities - Perform general reception duties, including greeting guests and answering phones in a pleasant and professional manner, serving as the first impression for clients and guests - Provide a “best in class” customer service experience to all internal and external personnel - Serve as the main point of contact for general office needs - Provide general hospitality services and maintain a client-ready reception area, conference rooms, and other common areas - Oversee the conference room calendar using Outlook and Robin - Provide printing, scanning, and document support, including coordinating print jobs and liaising with external vendors as needed - Assist with onboarding new hires, including coordinating workspace set-up, technology requests, and managing access card requests for employees - Support Managing Directors with administrative tasks such as restaurant reservations, travel coordination, and expense submissions - Track, order, and restock office supplies, equipment, and kitchen and pantry items - Maintain kitchen and pantry areas, ensuring a high standard of cleanliness and organization - Place catering orders and execute set-up and clean-up of internal and external catered meetings - Coordinate weekly team lunches, including sending invites, placing orders, and managing set-up and distribution - Assist with the planning and execution of team activities, internal events, and occasional client-facing functions - Oversee office facilities, serve as the day-to-day liaison with building management, and submit work tickets for office maintenance and requests - Receive and distribute mail and packages daily, create shipping labels, and schedule courier service as needed - Support general office operations and administrative processes, identifying opportunities to improve efficiency and enhance the overall office experience ### Qualifications - 3+ years of experience as a receptionist or in a similar administrative role - Familiarity with Microsoft Office Suite, particularly Outlook, PowerPoint, and Excel - Professional email and phone etiquette - Superior organizational skills - Ability to prioritize and multitask - Self-starter with excellent communication and interpersonal skills - Inquisitive with a willingness to learn - Leverages all available resources - Bachelor’s degree or equivalent transferable experience - Able to work from the Toronto office a minimum of five days per week - Experience in hospitality is a plus ### What We Offer As a Teneo employee, you'll enjoy unique benefits including flexible time off policy; medical, dental, and vision coverage; long-term disability, and life insurance; RRSP plan with corporate matching; team events; snacks; and other perks. ### Our Commitment to Diversity and Inclusion Teneo is an equal opportunity employer and promotes a diverse and inclusive workplace. Teneo considers all applicants without regard to race, color, religion, creed, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, genetic information, or sexual orientation or any other status protected by applicable law. ### Total Compensation Package Includes annualized bonus, RRSP match, healthcare coverage and a broad range of additional benefits and perks.