Receptionist

Are you eager to be part of a dynamic organization that is growing fast and scaling right? Are you excited about the prospect of contributing to the security of the global food supply chain?

Coldbox Builders Inc. specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and deliver on clients’ expectations.

We are currently seeking an experienced Receptionist to join our rapidly growing company in Burlington, ON.

Job purpose:

We are looking for a full-time receptionist to be responsible for all office and administration support. You will be accountable for different parts of the office and being the contact person for staff.

Main Responsibilities:

• Assist with event planning and execution
• Maintain inventory and supplies (or order, organize and restock office supplies?)
• Making sure kitchen is tidy and everything is in place
• General accounting support, including data entry
• Receiving visitors at the front desk by greeting, welcoming, and directing them if needed.
• Receiving and sorting daily mail
• Answer the phone in a timely manner and direct calls when needed
• Make travel arrangements and schedule meetings based on all partners’ itineraries
• Deal with bookings by phone, e-mail, letter, fax or face-to-face
• Prepare bills and take payments
• Support the CEO and senior leadership team as required
• Answer telephone calls and take messages or forward calls
• Schedule and confirm appointments and maintain event calendars
• Check visitors in and direct or escort them to specific destinations
• Copy, file and maintain paper or electronic documents and records
• Handle incoming and outgoing mail
• Issue invitations, coordinate agenda, facilitate communication, and prepare materials.
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and backup to security access cards, etc.)
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
• Work collaboratively in a team environment with a spirit of cooperation
• Establish and maintain effective working relationships with those encountered during performance of duties
• Perform other related duties as assigned

Required Skills & Experience:

• Minimum 2-5 years of work experience as a Receptionist, Administrative Assistant, or similar role
• Bachelor’s degree in a related field.
• Experience in construction, engineering and property development is ideal but not required
• Proficiency in Microsoft Office including, Word, Excel, and Outlook
• Hands-on experience with office equipment (e.g., fax machines and printers)
• Professional attitude and appearance
• Excellent communication skills – a high level of professionalism of language both written and verbal.
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Able to contribute positively as part of a team, helping with various tasks as required
• Attention to detail
• Strong organizational skills to keep multiples calendars organized
• Ability to maintain discretion with confidential information.

If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume.

Based in beautiful Burlington, Ontario, Coldbox offers:

• Competitive Salary
• Benefit Program (including a Health Spending Account)
• Performance Bonus Program
• Employee Assistance Program
• Employee Share Ownership Program
• Highly collaborative work environment
• Training and development opportunities
• Free parking

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors.

We are an equal opportunity employer and welcome a diversity of applicants. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.