Position Overview
Gutmann North America is seeking a professional, organized, and customer-focused Receptionist & Office Administrator to provide reliable front-desk coverage and administrative support at our Oakville office.
This is a fully in-person position. The successful candidate will be expected to be present at the Oakville office Monday to Friday from 9:00 AM to 5:00 PM. Consistent attendance, punctuality, and dependable front-desk coverage are essential requirements of the role.
As the first point of contact for customers, visitors, suppliers, and incoming inquiries, the Receptionist & Office Administrator will ensure the reception area is professionally managed and that communications are handled promptly and courteously. The role also provides office administration, customer service, light sales support, and general support to management and the wider team.
Key Responsibilities
1. Reception and Front Desk
- Provide consistent front-desk coverage at the Oakville office during regular working hours, Monday to Friday from 9:00 AM to 5:00 PM.
- Welcome and assist visitors, customers, suppliers, and business partners in a professional and courteous manner.
- Answer, screen, and direct incoming telephone calls and general email inquiries promptly.
- Receive and coordinate incoming and outgoing mail, deliveries, packages, and courier services.
- Maintain a professional, organized, and welcoming reception area and remain aware of expected visitors, meetings, and appointments.
2. Office Operations and Resource Management
- Support day-to-day office operations to maintain an efficient and organized workplace.
- Maintain office systems, including filing, record-keeping, document organization, and data management.
- Assist in developing and maintaining office procedures and standard operating processes to improve efficiency.
- Manage office supplies and coordinate routine office service requirements as needed.
3. Administrative and Executive Support
- Provide administrative and executive support to senior managers as required.
- Manage schedules, appointments, meetings, and related preparation and follow-up.
- Arrange business travel, accommodations, and itineraries when required.
- Handle incoming correspondence, communications, and office-related inquiries.
- Prepare documents, reports, presentations, spreadsheets, and other business materials as needed.
4. Sales and Customer Support
- Support the CEO and sales team by coordinating sales meetings, following up on leads, and preparing sales documents.
- Respond to general customer inquiries and direct technical, order-related, or specialized requests to the appropriate team member.
- Assist with customer communications, follow-ups, quotations, and sales-related administrative tasks as required.
- Maintain accurate customer information, contact records, and sales tracking spreadsheets or internal systems.
- Help ensure a professional and responsive customer experience across phone, email, and in-person interactions.
5. Financial Support
- Coordinate with team members to collect expense receipts and upload required documentation to local CRM software.
- Monitor office expenses, maintain miscellaneous financial schedules, manage petty cash, and assist with routine bank deposits and withdrawals as required.
- Support the finance team by communicating with third parties and government departments to obtain responses and help resolve administrative matters.
6. Facilities and Equipment Management
- Coordinate maintenance and repairs for office equipment and facilities.
- Liaise with building management and office service providers as required.
- Help ensure the office environment remains safe, secure, clean, and appropriately equipped for daily operations.
7. Human Resources Support
- Assist with recruitment coordination, onboarding, and training activities for new employees.
- Maintain employee records and support general HR-related initiatives and administrative requirements.
- Organize team-building activities, company meetings, and employee engagement events.
8. Project and Event Management
- Coordinate office projects and company events in collaboration with cross-functional teams to support timely completion.
- Coordinate arrangements and administrative support for off-site meetings, industry events, and company gatherings.
Technology and Productivity
- Strong working proficiency in Microsoft Word, Excel, Outlook, and general office technology.
- Comfortable using AI productivity tools, including platforms such as ChatGPT or Microsoft Copilot, to improve administrative efficiency, communication, and workflow where appropriate.
- Ability to learn and use internal business systems and software as required.
Qualifications
- College diploma or university degree from a recognized post-secondary institution.
- Approximately 2–3 years of relevant professional experience in reception, office administration, customer service, sales support, or a related role.
- Excellent verbal and written communication skills, with a professional and confident telephone and in-person manner.
- Strong organizational, time-management, and multitasking abilities.
- Excellent attention to detail and the ability to manage multiple responsibilities while maintaining consistent front-desk coverage.
- Self-motivated, dependable, punctual, and reliable.
- Strong customer-service orientation and professional presentation.
Preferred Attributes
- Previous experience working as a receptionist or in a front-desk position.
- Experience in a professional office or corporate environment.
- Experience providing administrative support to a sales or commercial team.
- Comfortable communicating with customers by telephone, email, and in person.
- Strong interpersonal skills and a customer-service-focused mindset.
- Proactive and comfortable taking ownership of day-to-day office responsibilities.
- Ability to learn new products, systems, and processes quickly.
Compensation
The proposed salary range for this position is CAD $50,000–$55,000 per year, depending on the candidate's experience and qualifications.
Pay: $50,000.00-$55,000.00 per year
Work Location: In person
