Reception + Office Services Assistant

About the role

The Reception + Office Services Assistant functions as the “face of the firm” and plays an important role in representing the firm’s character and values by providing front-desk and office-services support for Victoria. In addition to owning traditional reception functions, the Reception + Office Services Assistant role reports to the IT + Facilities Manager and works effectively with everyone at MT+Co., including our clients, vendors, and suppliers. The Reception + Office Services Assistant role is exempt from MT+Co.’s Remote Work Framework and is expected to work in the Victoria office on a full-time basis.

About you

At MT+Co., we value folks who are curious, detail-oriented, driven, and supportive. We are interested in your experience as a professional and as a person. Want to learn more about what makes someone MT+Co. material? Find our values on our website.

Education & Experience

Ideally, you have 1+ years’ experience in reception. Previous office services, facilities support, or health and safety experience are assets.

A reasonable estimate of the salary range for this role is CAD$45,000 to $60,000 at the time of this posting. Within the range, individual pay is determined by factors such as market rates, job-related skills, relevant experience, and education and/or training. Please note that the range reflects the base pay only and does not include our competitive bonus program, 100% employer paid benefits and various other perks offered by the firm.

General Duties

While our firm is constantly evolving (and flexibility is key), working with an emphasis on impeccable service as of right now the duties of this role generally include:

Reception

• Be the face of the firm at the reception desk each day in the Victoria office, welcoming all visitors, establishing rapport, ensuring office comfort and direct to the appropriate contact.
• Keep a detailed sign-in/sign-out log for all visitors and contractors.
• Co-manage the reception email inbox with the Vancouver Reception + Office Services Assistant, responding promptly to all emails or redirecting them where necessary.
• Receive and direct all incoming calls appropriately and answer general inquiries in a courteous and expeditious manner.
• Manage all boardroom bookings and room set up and takedown including ensuring all catering and audio-visual requirements are satisfied.
• Providing support to the administrative team with catering for internal and external meetings, including initial order placement, menu review, and delivery.
• Ensure the office, boardrooms, and kitchen are kept tidy, stocked, and presentable, by ensuring dishes are clean, running and loading/unloading dishwashers and maintaining current recycling standards neatly organized.
• Manage and maintain the weekly office order, e.g., coffee, fruit, and other supplies.
• Curate the Victoria office care amenities and first aid kit, propose new ideas, and order and restock supplies.
• Organizing weekly team lunch providers and sending out options to the Victoria team in advance, coordinating set up in the kitchen on arrival.
• Receiving and storing deliveries and conduct mail runs when necessary.
• Collect, open, date stamp, scan and save mail into the firm’s document management system and distribute to addresses daily.
• Send, manage and maintain an electronic copy of all outgoing mail.
• Manage incoming and outgoing couriers within requested timeframes, keep accurate records and ensure follow through.
• Maintain standardized reception, courier, visitor, catering, supply-ordering, and office-opening or closing procedures.
• Provide reasonable backup for shared reception inboxes and office-services processes.
• Maintain and update the Reception Manual and ‘How To’ guides.

Office Services

• Manage the Victoria MT+Co. Library and materials for the Victoria office.
• Prepare workstations and welcome materials for onboarding, offboarding, and visiting employees from other offices.
• Arrange office tours when necessary.
• Coordinate access card and key allocation and auditing with guidance from the IT + Facilities Manager.
• Ensuring the security of the firm, allowing only authorized individuals to gain entry.
• Managing seasonal decoration of the office in conjunction with the Happiness Team.
• Plant maintenance / oversight of plant wellbeing and care.
• Coordinating office furniture set up and repair with guidance from IT + Facilities Manager.
• Ensuring the storage cupboard remains clean and tidy.
• Ensure the printer and scanner are maintained and always in working condition and fully stocked.
• Maintain the coffee machines and ensure they are cleaned and working correctly.
• Assisting contractors / vendors with access and ensuring the an updates is received before they leave.
• Maintain boardroom technology and ensure devices are in working order in coordination with the IT Support Specialist.
• Monitoring use and assisting colleagues with bookings on the desk booking system.
• Coordinate routine building service requests and provide access or operational information as directed.
• Escalate technical, facilities, safety, security, and vendor issues through defined channels.
• Coordinate and conduct regular safety inspections in conjunction with the Joint Health and Safety Committee.
• Coordinate and communicate regularly with the Vancouver Office Services Assistant.
• Participate in regular Office Services check-ins with the IT + Facilities Manager.
• Assist the IT + Facilities Manager with additional tasks and projects as required from time to time.

Other

• Assist the People + Culture and Marketing Team with the organization and execution of firm events.
• Assist with managing the MT+Co Calendar.
• Fire Warden (training to be provided), ensuring the office evacuates to the assembly area during a fire alarm or other office evacuation.
• Take meeting minutes on an ad hoc basis and distribute them to attendees.
• Assist with and coordinate reception training for new Practice Managers, as required.
• Coordinate and distribute Audit Inquiries as they come in.

How to apply

Please apply through our BambooHR website at: https://millertiterle.bamboohr.com/careers/51

By uploading your resume and a brief statement describing why this particular role speaks to you in your cover letter.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Please note that this search is being managed internally, and we are not engaging external recruiters at this time.