The Front Office Staff serves as the first point of contact for Northstar Concrete, professionally welcoming and assisting both internal and external guests, including customers, employees, and members of the public. This role is responsible for representing the company with a positive, helpful, and professional attitude while ensuring a high standard of service at all times. In addition to reception duties, the position supports the daily upkeep, organization, and overall maintenance of the office environment. The role also provides administrative and operational assistance to various internal departments as needed.
Responsibilities:
- Greet and welcome internal and external guests in a courteous, professional, and positive manner at reception
- Answer the main phone line, respond to general inquiries, and interact with customers, suppliers, contractors, and visitors via phone, email, and in person
- Represent the company as the first point of contact, maintaining a professional image at all times
- Conduct visitor safety orientations, including emergency procedures, and ensure compliance with company safety policies for all visitors upon arrival
- Maintain accurate visitor orientation tracking systems and records, including employee onboarding and hiring packages
- Provide general administrative support, including filing, faxing, mail distribution, and maintaining department records and files
- Coordinate incoming and outgoing mail, courier shipments, and related distribution activities
- Support meeting logistics, including scheduling, registration, catering, room setup, and cleanup, and attend meetings to take minutes when required
- Maintain cleanliness, organization, and functionality of common office areas, including reception, meeting rooms, copy areas, supply/storage rooms, and lunchroom
- Monitor, maintain, and coordinate servicing of office equipment (e.g., coffee machines, photocopiers, printers, and check-in systems)
- Manage office supply inventory, including ordering, tracking, and restocking supplies
- Maintain phone directories, reception procedures, and related job aids/manuals
- Liaise with building management and external vendors to coordinate maintenance and office services
- Process office-related invoices and expenses as required (e.g., SAP)
- Provide administrative support to internal departments, including the safety department (e.g., filing and categorizing FLRAs) and assisting coworkers with various office tasks and backup functions
- Perform additional administrative and operational duties as assigned
Qualifications:
- Post-secondary diploma or degree preferred
- Minimum 2+ years of reception or office administration experience
- Strong customer service skills with a friendly, professional, and positive attitude
- Excellent communication skills, both written and verbal
- Strong organizational, interpersonal, and time management skills
- Detail-oriented with a high level of accuracy
- Self-motivated, reliable, and dependable with a strong work ethic and initiative
- Ability to work independently with minimal supervision while also contributing as a strong team player
- Process-driven with a focus on efficiency, consistency, and continuous improvement
- Proficient in Microsoft Word and Excel
- Experience with Google Workspace considered an asset
- Experience with SAP considered an asset
- Working knowledge of safety programs considered an asset
Benefits:
- Dental care
- Life insurance
- Vision care
Work Location: In person
