Receptionist & Operations Assistant

University of Toronto; Toronto; On-site; CAD 60,000 - 78,000; Full time

Job summary

A leading academic institution in Toronto is seeking a Receptionist & Operations Assistant to provide administrative support and exceptional customer service. This role involves coordinating schedules, maintaining supplies, and handling communications within the Mechanical Engineering Building. The ideal candidate will have a College Diploma and experience in a busy office environment, along with strong skills in organization and communication.

Benefits

Competitive salary

Career development opportunities

Supportive work environment

Qualifications

• Minimum two years of relevant clerical, administrative, customer service, and reception experience.
• Experience organizing logistical aspects of meetings and events.
• Strong service-orientation and excellent front-line customer service skills.

Responsibilities

• Provide front-line administrative and customer service support.
• Coordinate schedules and meetings.
• Maintain office equipment and supplies inventory.

Skills

Administrative support

Customer service

Organization

Time management

Communication skills

Computer skills (MS Office)

Education

College Diploma (2 years) or equivalent experience

Tools

MS Office

Database systems

Job description

Date Posted: 11/26/2025
Req ID: 46191
Faculty/Division: Faculty of Applied Science & Engineering
Department: Dept of Mechanical & Industrial Eng
Campus: St. George (Downtown Toronto)
Position Number: 00024066

About us

The Department of Mechanical & Industrial Engineering is home to about 60 professors leading research on a very broad range of topics. On the Industrial Engineering side, research areas include Operations Research, Information Engineering, Human Factors, and Applied Machine Learning, all of which seek to improve the systems we as humans rely on to navigate our world. On the Mechanical Engineering side, research areas include Robotics, Mechanics & Design, Materials, and Thermofluids, topics that are applied to applications including manufacturing, energy production, and bioengineering.

We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

The Department of Mechanical & Industrial Engineering prides itself on being a good place to work: respectful, accepting of difference and professional.

We value employees who are goal-oriented and self-motivated, and who are constantly looking to improve how we serve our students and faculty. We believe in teamwork, in working together for the greater good, and yet doing so in a way that respects each employee’s work-life balance. Finally, we value each employee as an individual, and look for opportunities to recognize each contribution.

Your opportunity

Reporting to the Director of Operations, the Receptionist & Operations Assistant is responsible for providing front-line administrative and customer service support to students, academics, staff and guests visiting the Mechanical Engineering Building. The incumbent will maintain an atmosphere of approachability and accessibility within the reception space, tactfully providing solutions to students, employers, and guests, supporting the operations of the Department of Mechanical & Industrial Engineering, and upholding a standard of exceptional customer service. The Receptionist & Operations Assistant plays a critical role by coordinating schedules and meetings, resolving and escalating issues, booking spaces, assisting with communications and correspondence, maintaining office equipment and inventory, cleaning the office space, supporting events and programming, and collaborating to identify variations to administrative processes.

Your responsibilities will include

• Applying established standards to control the distribution of access to designated University spaces
• Responding to enquiries within the defined scope of the role and redirecting as appropriate, handling courier deliveries
• Booking audio-visual and/or computer equipment
• Liaising with contacts to ensure consistent administration procedures are followed
• Placing orders for shredding and disposal of records, order supplies with approval
• Arranging catering, booking rooms and arranging appropriate accommodations
• Maintaining office equipment and supplies inventory
• Providing detail information on telecommunications, supplier billing and equipment records

Essential Qualifications

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of relevant clerical, administrative, customer service, and reception experience in a front-line position working in a busy office environment, working with databases, data entry and word processing
• Experience organizing administrative and logistical aspects of online and in person meetings, including booking meeting spaces, drafting agendas, gathering and sharing meeting material and taking minutes
• Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements
• Experience liaising and coordinating with multiple departments to ensure timely repairs and maintenance of facilities, technology, and other office support services in accordance with established standards
• Demonstrated ability in creating a seamless stakeholder experience
• Strong written and verbal communication skills
• Strong service-orientation and excellent front-line customer service skills
• Excellent organization and time management skills and demonstrated ability to meet competing priorities
• Proven ability to prioritize own workflow, and demonstrated ability to coordinate efficient administrative processes
• Ability to apply guidelines to a variety of situations where appropriate and handle confidential information
• High degree of initiative, tact, judgement, accuracy, meticulous attention to detail
• Demonstrated ability to work independently, within a team, and with direction
• Ability and willingness to assist with ordering, receiving, and storing products in kitchens, and cleaning and tidying kitchen equipment, utensils, and dishes
• Willingness to learn and implement new methods, procedures, and programs
• Strong computer skills, including intermediate experience with MS Office, CSM, EMS or equivalent systems
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment

To be successful in this role you will be

• Achievement oriented
• Approachable
• Cooperative
• Efficient
• Organized
• Resourceful

Closing Date: 12/05/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $60,237. with an annual step progression to a maximum of $77,035. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Vinh Pham

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.