Reception and Office Coordinator

Greybrook Realty Partners; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading real estate investment firm in Toronto is seeking a Reception and Office Coordinator. This entry-level position serves as the first point of contact for visitors and supports various administrative tasks, contributing to operational excellence. The ideal candidate will have strong communication skills, attention to detail, and proficiency in Microsoft Office.

Qualifications

• Previous experience in a receptionist or administrative support role.
• Proficient in Microsoft Office Word, Excel, and Outlook.
• Strong organizational and multitasking abilities.

Responsibilities

• Greet and welcome visitors in person and over the phone.
• Manage meeting logistics, including booking boardrooms and arranging catering.
• Support onboarding and offboarding processes.

Skills

Attention to detail

Verbal communication

Written communication

Organizational skills

Multitasking

Education

Post-secondary education

Tools

Microsoft Office

Salesforce

Job description

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Greybrook is a Toronto-headquartered private equity real estate investment firm that invests and actively manages high-quality development-based and value-add opportunities. Greybrook allows individual investors to partner on an equity-basis with leading real estate developers to jointly acquire properties situated in growing urban and suburban markets that meet our investment criteria for new development or asset repositioning. Greybrook targets average annualized returns in excess of 20% on development-based opportunities and 12% to 18% on value-add developments. Greybrook and its affiliates have invested in over 110 real estate projects in Canada and the United States with an estimated gross development value of CAD $38 billion.

Overview of Position

The Reception and Office Administrator is a highly visible and impactful position, serving as the first point of contact for visitors, clients, and team members. This individual reports to the Human Resources Director and plays a key role in representing the company in a professional, warm, and knowledgeable manner.

Beyond front-desk responsibilities, this role supports a wide range of administrative tasks and collaborates closely with various departments, including Facilities, Operations, Human Resources, and Executive Administration. This is a dynamic, cross-functional position that helps drive operational excellence and supports a strong internal culture.

A portion of the role also includes providing executive assistant support to select executives and acting as backup for other Executive Assistants during absences or peak periods.

Responsibilities

1. Greet and welcome visitors in person and over the phone; respond to or refer inquiries, take messages, transfer calls, and offer refreshments as needed.
2. Receive and sort mail and deliveries.
3. Manage meeting logistics, including booking boardrooms, organizing calendar invites, arranging catering, and supporting tech setup.
4. Manage weekly inventory of office and pantry supplies.
5. Oversee office cleanliness by coordinating with and providing direction to cleaning staff.
6. Liaise with external vendors for facility-related services and office maintenance.
7. Act as main executive support for designated executives and support Executive Assistants during absences or peak periods.
8. Support onboarding and offboarding processes by managing access cards, updating directories, and coordinating logistics.
9. Perform general administrative tasks including filing, photocopying, scanning, labeling, and preparing correspondence.
10. Assemble accurate and time-sensitive documentation packages, project offering, or subscription packages for senior management as needed.
11. Review incoming compliance documents for accuracy.
12. Act as a member of the Joint Health and Safety Committee (JHSC), serving as a bridge between health and safety obligations and facilities-related responsibilities to ensure compliance, awareness, and a safe work environment.
13. Take on additional responsibilities as required.

Qualifications

• Previous experience in a receptionist or administrative support role.
• Post-secondary education.
• Proficient in Microsoft Office Word, Excel, and Outlook.
• Strong attention to detail and a high level of accuracy in data entry.
• Professional demeanor with excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Comfortable working independently while demonstrating a proactive, team-oriented mindset.
• Familiarity with Salesforce is considered an asset, though not required.

Seniority level: Entry level

Employment type: Full-time