Clerical Administrator & Client Concierge (Director of First Impressions)

All Shield Corporation; Oakville; On-site; CAD 40,000 - 55,000; Full time

Job summary

A growing administrative firm in Oakville is seeking a Clerical Administrator & Client Concierge. You will be the first point of contact for clients, managing office operations and customer interactions. The ideal candidate should have a bachelor's degree, at least 3 years of customer-facing experience, and proficiency in Microsoft Office. The role demands strong organizational and communication skills, along with the ability to multitask in a lively environment.

Qualifications

• 3+ years in a customer-facing or administrative role; hospitality experience is a plus.
• French written and verbal communication preferred, English mandatory.
• Ability to multitask and manage time effectively in a fast-paced environment.

Responsibilities

• First point of contact for clients by phone or at the front desk.
• Work as a customer service concierge to reply to customers through our ticketing system.
• Maintain a digital file for receiving mail.

Skills

Customer service skills

Organizational skills

Communication skills

Time management

Interpersonal skills

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Job description

Overview

As our Clerical Administrator & Client Concierge (Director of First Impressions), you will be the face and voice of the organization — the first point of contact for guests, clients, and employees. You will ensure every interaction, whether in person, over the phone, or through email, reflects our values of professionalism, warmth, and efficiency. This role combines exceptional customer service with strong organizational skills to keep our front office operations running smoothly.

Responsibilities

• First point of contact for clients, either by phone or at our front desk.
• Work as a customer service concierge to reply to customers through our ticketing system.
• Redirect and respond to inquiries by phone and email.
• Send follow up emails or calls as directed.
• Develop a detailed understanding of our products and processes.
• Open incoming office mail and direct accordingly.
• Send out customer cheques by mail as required.
• Printing, photocopying and scanning.
• Maintain a digital file for receiving mail.
• Monitor inventory of office supplies and order supplies as approved by the Director, Customer Service and Administration.
• File paperwork and update databases, ensuring that records are current, accurate and legible.
• Maintain strict confidentiality and security of business information.
• Draft presentation materials such as PowerPoint slides, handouts, and agendas.
• Prepare items for shipping and liaise with local providers for pick-up and delivery.
• Arrange / book for lunch meetings and other events.
• Responsible for maintaining kitchen supplies / facilities duties – main contact for property maintenance.
• Maintain a log of incoming mail, dealer cheques and remittances.
• Responsible for making travel arrangements.
• Edit and proofread documents to ensure accuracy when asked.
• May perform duties involving simple mathematical calculations.
• Performs other related duties as assigned.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• 3+ years in a customer-facing or administrative role; hospitality experience is a plus.
• French language written and verbal - preferred, English mandatory
• Exceptional verbal and written communication skills.
• Strong interpersonal skills and a friendly, approachable demeanor.
• Proficiency in Microsoft Office Suite and basic office equipment operation.
• Ability to multitask and manage time effectively in a fast-paced environment.
• In office 5 days a week from our Oakville location

Key Competencies

• Professionalism and polished presentation
• Customer service orientation
• Attention to detail
• Problem-solving and adaptability
• Team collaboration