Lead Receptionist, Office Experience (Full-Time)

Equitable Bank; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading financial institution in Toronto is seeking an experienced receptionist to manage the end-to-end visitor experience and provide administrative support. The ideal candidate will have a minimum of 5 years of experience, outstanding communication skills, and the ability to manage multiple tasks in a busy environment. This role offers competitive benefits, including a bonus program, comprehensive healthcare coverage, and a generous vacation policy.

Benefits

Competitive discretionary bonus

Market leading RRSP match program

Medical, dental, vision, life, and disability benefits

Employee Share Purchase Plan

Maternity / Parental top-up

Generous vacation policy and personal days

Annual professional development allowance

Qualifications

• Minimum of 5 years of experience required.
• Supervisory leadership experience is an asset.
• Ability to multi-task in a busy environment.
• High business maturity and discretion.

Responsibilities

• Lead the end-to-end management of the visitor experience.
• Handle incoming calls and visitor inquiries with professionalism.
• Train and mentor junior reception staff.
• Manage incoming faxes and outbound courier shipments.
• Oversee meeting room bookings for staff.
• Support invoice and expense processing.
• Collaborate with business units to streamline operations.
• Maintain records of standards and procedures.

Skills

Customer Service Excellence

Outstanding written and verbal communication skills

Problem Solving & Decision Making

Process Improvement

Ability to work under pressure

Strong professional image

Highly organized

Initiative-taking

Education

High school diploma or equivalent (GED)

Relevant post-secondary education

Tools

Outlook

Word

Excel

Job description

The Core Responsibilities!

• Lead the end-to-end management of the visitor experience, ensuring a professional, welcoming environment while maintaining strict adherence to physical security protocols and company compliance standards. Monitor visitor access and uphold security awareness across all office areas.
• Handle incoming calls with professionalism, efficiently answering, transferring, and resolving inquiries from clients, vendors, and the public. Greet and direct all visitors, delivering exceptional first impressions aligned with company values. Act as the escalation point for complex inquiries or issues at the front desk.
• Train, mentor, and provide guidance to junior reception staff or temporary personnel.
• Manage incoming faxes via the fax server, ensuring accurate and timely delivery to recipients through email. Prepare outbound courier shipments and accept drop-offs, verifying that all client documentation and information meet compliance requirements.
• Oversee meeting room and space bookings for executives and staff meetings, ensuring optimal scheduling and resource utilization.
• Support end-to-end invoice and expense processing for the organization, ensuring accuracy, compliance, and timely completion. Serve as either the primary or backup resource for invoice management based on business needs.
• Collaborate closely with all business units, including Technology and Human Resources, to streamline daily operations and foster seamless communication across departments. Provide administrative support for special projects such as file copying, archiving, letter preparation, scanning, and data entry. Lead projects to enhance front desk operations, including technology upgrades and automation.
• Assist with broader office experience initiatives, including administration and facilities to maintain a productive and efficient workplace environment as needed.
• Develop, maintain, and update comprehensive records of standards, procedures, and workflows to ensure consistency, compliance, and operational excellence.

Let’s Talk About You!

• The ideal candidate must possess a minimum of 5 years of experience
• Supervisory / leadership experience would be an asset. Must be initiative-taking with the ability to work with little or no supervision.
• A high school diploma; or equivalent (GED). Relevant post-secondary education is considered an asset.
• Working knowledge of Outlook, Word and Excel are required.
• Ability to work under pressure and multi-task in a very busy environment.
• Highly organized with business maturity, discretion, enthusiasm, and a cheerful outlook Administrative Skills.
• Strong professional image as the face of the Company.
• Outstanding written and verbal communication skills.
• Customer Service Excellence.
• Problem Solving & Decision Making. Ability to adapt to our rapidly changing environment as well as day-to-day unpredictability.
• Process Improvement; must be able to identify inefficiencies and suggest improvements. Implement new systems or technologies to streamline operations.

What we offer

[For full-time permanent roles] Competitive discretionary bonus Market leading RRSP match program Medical, dental, vision, life, and disability benefits Employee Share Purchase Plan🏽 Maternity / Parental top-up while you care for your little one Generous vacation policy and personal days Virtual events to connect with your fellow colleagues Annual professional development allowance and a comprehensive Career Development program A fulfilling opportunity to join one of the top FinTechs and help create a new kind of banking experience