Reception and Administrative Support

Salas O'Brien; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

Salas O'Brien in Toronto, Ontario, is seeking a Reception and Administrative Support professional with a strong customer service background and meticulous document editing skills. You will be the first point of contact for clients, manage front desk operations, and assist the administration team with correspondence and project reports.

You will handle mail, file documents, support templates and TOC generation, and collaborate with colleagues to maintain accurate records.

Qualifications

• 2-3 years of industry experience.
• Excellent English communications (written and spoken).
• High proficiency in keyboarding/typing.
• Advanced MS Word skills for long technical documents.
• Ability to create and manage specification templates and tables.
• Familiar with cross-referencing, TOC generation, and document navigation.
• Post-secondary degree/diploma in Office Administration is an asset.

Responsibilities

• First point of contact for visitors and clients.
• Provides frontline coverage for incoming calls and maintains a welcoming front desk.
• Manage front desk operations and mail activities.
• Assist with preparation of project correspondence and reports.
• Assist with light office upkeep and office supplies.
• Support preparation of project documentation and templates.

Skills

Customer service

Keyboarding

Independent & team work

Education

Office Administration degree/diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Reception and Administrative Support

At Salas OBrien we tell our clients that were engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. Thats why were committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and theyll receive great total rewards along the way.

About Us:

Founded in 1975, Salas OBrien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrows requirements are todays opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary:

We are seeking a receptionist with a strong background in customer service and document editing to support our administration team.

In this role you will: serve as the first point of contact for our clients, providing friendly, professional, and efficient service both in person and over the telephone. You will also assist our administration with the preparation of correspondence and reports.

Key Responsibilities

• First point of contact for visitors and clients
• Provides frontline coverage for incoming calls by answering the main line when callers bypass the automated attendant, ensuring a professional, welcoming, and efficient first point of contact.
• Manage front desk operations
• Responsible for all activities related to mail (i.e., collection, distribution, sorting)
• E-filing project correspondence as required
• Assisting with the preparation of project documentation including project specifications, fee letters, reports, and other documentation
• Ordering office supplies
• Assist with light office upkeep, including managing the communal dishwashers (filling and emptying)

Required Skills/Abilities

• 2 - 3 years of industry experience
• Excellent communications skills in English (written and spoken), additional languages, an asset
• High proficiency and accuracy in keyboarding/typing
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint, Teams) with advanced MS Word skills including:
• Expert use of Styles, multilevel lists, and section formatting to maintain consistency across large technical documents
• Ability to create and manage specification templates, tables, headers/footers, and document automation tools
• Skilled in cross referencing, table of contents generation, figure/table numbering, and document navigation
• Strong capability in tracking changes, redlining, and preparing documents for consultant and client review
• Friendly and approachable disposition
• Excellent time management and organizational skills
• Ability to work independently and in a team environment

Preferred Qualifications

• A post-secondary degree or diploma in Office Administration, an asset

Location: Toronto, Ontario, Canada – In-office position

Travel : Little to no travel required.

Compensation : Annual salary range: $45,000.00 - $55,000.00 CAD commensurate with experience.

Vacancy Status: This posting is for a new vacancy.

Equal Opportunity Employment Statement

Salas OBrien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas OBrien will accommodate the disability-related needs of applicants as required by law.