We are looking for an experienced Office Administrator to support front-desk operations for a Financial Services organization in Toronto, Ontario. This Contract position will serve as the first point of contact for visitors, callers, and couriers while ensuring the office remains organized, secure, and welcoming. The successful candidate will also provide clerical assistance by managing documents, correspondence, and routine administrative records with accuracy and professionalism.
Responsibilities:
- Welcome guests professionally, assist with inquiries, and create a positive arrival experience by preparing reception and meeting spaces and offering refreshments when appropriate.
- Manage a multi-line reception phone system, route calls to the correct internal teams or external contacts, and respond to routine questions related to benefit plans and member information.
- Receive, sort, date-stamp, and distribute incoming mail, process cheques for internal handling, and ensure postage supplies are maintained for daily operations.
- Prepare outgoing mail with the correct postage, coordinate courier shipments and pickups, and distribute incoming fax transmissions to the appropriate recipients.
- Maintain the security of confidential records by ensuring filing cabinets and file rooms containing member and employer information are properly secured.
- Scan, file, and organize incoming and outgoing documents while maintaining accurate physical and electronic records for member and employer files.
- Provide general administrative support through data entry, photocopying, faxing, document handling, and other clerical tasks required by the office.
- Enter monthly employer remittance information into the appropriate system as needed and update address changes with careful attention to detail.
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