Receptionist & Administrative Assistant #8870

Employment Help Centre; Hamilton; On-site; CAD 35,000 - 45,000; Full time

Job summary

A local employment agency in Hamilton seeks a Receptionist / Administrative Assistant to be the first point of contact for visitors and callers, providing exceptional service and administrative support. Responsibilities include answering calls, greeting visitors, maintaining office supplies, and assisting with document management. Ideal candidates will have strong communication skills, knowledge of Microsoft Office, and prior administrative experience.

Qualifications

• Experience in administrative or clerical roles is an asset.
• Experience in a reception/front desk position is an asset.
• Valid G Driver’s License required.
• Knowledge of ISO 9001 and 45001 standards is an asset.

Responsibilities

• Answer and direct incoming calls; take and relay messages.
• Greet and direct all visitors professionally.
• Provide administrative assistance to managers and staff.
• Maintain organized filing systems, both digital and physical.

Skills

Strong verbal and written communication skills

High attention to detail and accuracy

Organizational and time management skills

Ability to multitask and prioritize effectively

Professional and courteous demeanor

Education

Post-secondary education in Office Administration or a related field

Tools

Microsoft Office (Word, Excel, Outlook)

Adobe Acrobat Pro

CorelDraw

Job description

POSITION SUMMARY

The Receptionist / Administrative Assistant serves as the first point of contact for visitors and callers to ASI Group Ltd., providing exceptional front-line service and efficient administrative support to internal teams. This role is responsible for ensuring smooth daily operations at the office, supporting team members with a variety of clerical tasks, and upholding ASI’s professional image and standards. The Receptionist also plays a key role in maintaining a well‑organized, clean, and welcoming office environment.

TRAVEL REQUIREMENTS

• This position requires minimal travel. Occasional errands within the Stoney Creek/Hamilton area may be necessary.
• Access to a personal vehicle is required when a company vehicle is unavailable.

KEY RESPONSIBLITIES

Reception Duties

• Answer and direct incoming calls; take and relay messages.
• Greet and direct all visitors professionally.
• Process and track incoming/outgoing courier packages and daily mail.

Office and Facility Support

• Maintain inventory and stock of office, kitchen, copy room, and boardroom supplies.
• Ensure cleanliness and organization of common areas, including the kitchen and visitor areas.
• Prepare meeting rooms, including coordinating refreshments and accommodation for dietary restrictions.

Administrative Support

• Provide administrative assistance to managers and staff.
• Coordinate travel arrangements (flights, hotels, car rentals).
• Process and proof reports, correspondence, proposals, and invoices.
• Support project documentation, closeouts, and proposal submissions.
• Record and maintain employee training files and databases.

Compliance & Records Management

• Administer WSIB Clearance Certificates, Certificates of Insurance, and ISO documentation.
• Maintain organized filing systems (both digital and physical).
• Participate in AODA and other required annual training.
• Review and be familiar with office emergency protocols annually. Act as a point of contact during emergencies, including paging if required.

Other Duties

• Operate office equipment and arrange servicing as needed.
• Allocate new telephone extensions for onboarded employees, set up phones.
• Record and distribute meeting minutes.
• Print, copy, and bind documents.
• Maintain confidentiality with discretion and integrity.
• Represent ASI Group in a professional and courteous manner at all times.
• Other duties as assigned.

COMPETENCIES

• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Organizational and time management skills.
• Ability to multitask and prioritize effectively.
• Professional and courteous demeanor.
• Flexibility and adaptability to changing priorities.
• Skilled in conflict resolution and maintaining professionalism under pressure.

Education & Experience Requirements

• Some experience or exposure in administrative or clerical roles, an asset.
• Some experience or exposure in a reception/front desk position, an asset.
• Post‑secondary education in Office Administration or a related field.
• Proficient in Microsoft Office (Word, Excel, Outlook); Adobe Acrobat Pro, CorelDraw an asset.
• Valid G Driver’s License.
• Knowledge of ISO 9001 and 45001 standards is an asset.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of administrative tasks.
• Client and visitor satisfaction feedback.
• Office and meeting space readiness and organization.
• Response time to phone and email inquiries.
• Adherence to internal processes and protocols.
• Compliance with document and record management standards.
• Participation and completion of required training.