Front Office Coordinator

Heidrick & Struggles; Eastern Ontario; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Front Office Coordinator to manage office operations and guest relations in a dynamic environment. This role demands a highly organized and professional individual who can thrive in a fast-paced setting while handling multiple tasks efficiently. The ideal candidate will be proactive, possess excellent communication skills, and demonstrate strong business ethics. You will be the face of the office, ensuring a welcoming atmosphere while managing essential administrative duties. If you are looking for an opportunity to grow and make a significant impact in a collaborative team, this position is perfect for you.

Qualifications

• 4+ years of office/reception experience required.
• Proficient knowledge of Microsoft Office products.
• Excellent verbal and written communication skills.

Responsibilities

• Manage office supply inventory and assist with event planning.
• Greet visitors and manage guest communications effectively.
• Provide administrative support to multiple teams and projects.

Skills

Excellent communication skills

Organizational skills

Proficient in Microsoft Office

Customer service skills

Business acumen

Education

High school education

College degree

Tools

Microsoft Office

Proprietary database environments

Job description

Heidrick & Struggles (Nasdaq: HSII) is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com

Job Description:

Who We Are

Heidrick & Struggles (Nasdaq: HSII) is a premier provider of global leadership advisory and on-demand talent solutions, serving the senior-level talent and consulting needs of the world's top organizations. In our role as trusted leadership advisors, we partner with our clients to develop future-ready leaders and organizations, bringing together our services and offerings in executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture shaping, and on-demand, independent talent solutions.

Heidrick & Struggles (H&S) pioneered the profession of executive search more than 70 years ago. Today, the firm provides integrated talent and human capital solutions to help our clients change the world, one leadership team at a time.

Role Responsibilities

The Front Office Coordinator of the Toronto office must be highly organized, professional, and polished in a fast-paced environment. The ideal candidate is proactive, independent, and efficient, capable of managing multiple tasks with minimal supervision. This individual must be comfortable sitting at the front desk of the office while juggling other office-related tasks. The Front Office Coordinator will need to handle last-minute changes and challenges with urgency and effective solutions. Strong business ethics—honesty, integrity, and discretion—are essential, along with the ability to work collaboratively and coordinate seamlessly across all levels of the organization. The Front Office Coordinator must also communicate effectively with individuals at all levels, from entry-level staff to C-suite executives.

Administration:

1. Acts as facilities coordinator, interacting with building management on service calls.
2. Effectively manages office and kitchen supply inventory.
3. Assists with event planning, i.e. ordering food for internal meetings and special events.
4. Finance – manages both Accounts receivable and Accounts Payable – depositing cheques; recording incoming funds; submitting vendor vouchers for payment; reconciliation of Purchasing Card expenses and Business Travel Account expenses – managing the expense report for both cards.
5. IT service – assists corporate with the imaging of new laptops for employees. Go-to person for IT issues in the office, i.e. printers, videoconference/zoom equipment.
6. Provides support to Executive Assistants, i.e. database data entry, candidate profiles, degree verifications, candidate expenses. Also acts as relief/back-up for Executive Assistants going on vacation.
7. High potential for added EA responsibilities and potential for growth.

Guest Management & Office Support:

1. Greet visitors and vendors in a cordial and professional manner and direct them to their respective space.
2. Act as main contact for all Heidrick & Struggles guests and visitors including scheduling conference rooms, office space, and videoconferences.
3. Managing Robin, ensuring there aren’t any issues with overlapping/canceling reservations.
4. Preparing & greeting new hires on their first day.
5. Stay abreast of personnel changes throughout the company; know the key players and organizational structure.

Office Communications & Support:

1. Effectively screen calls and take messages in a pleasant and professional manner.
2. Screen and route unsolicited calls and emails efficiently.
3. Maintain reception area, conference rooms, and café.
4. Maintain up-to-date phone lists, office map, and general office information.
5. Provide administrative back-up support to consultants on an ad-hoc basis.
6. Efficiently organize and prioritize workload for multiple teams and/or projects.

Living Our Values:

1. Acting as a culture carrier; contributing to office and/or firm initiatives.
2. Partnering well across a multitude of stakeholders with the aim of developing productive and trusting relationships with colleagues across the firm.
3. Fostering an environment of collaboration; viewed as a team player.
4. Demonstrating self-awareness, humility, empathy, and open-mindedness in the workplace.

Basic Role Qualifications

1. High school education required; college degree desired.
2. Minimum 4 years of office/reception experience required.
3. Available to work in-office Monday through Friday during regular business hours.
4. Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm.
5. Excellent communication skills, verbal, written, and listening.
6. Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications.

Preferred Role Qualifications

1. Professional services experience.
2. Prior guest or customer service experience preferred.
3. Demonstrate business acumen and financial awareness.
4. Experience with proprietary database environments.
5. Demonstrate effective and accurate proofreading and editing skills.
6. Should be able to meet physical demands of the job including sitting for long periods of time, stooping, kneeling, reaching, standing, walking, lifting, pulling, pushing, and speaking.

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.

Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.