Receptionist & Office Administrator

The Central Group of Companies is an industry leader in performance-driven marketing-at-retail solutions, specializing in both packaging and point-of-purchase (POP) display with clients across North America. Our dynamic company offers employees a collaborative, client-focused and business casual workplace with excellent benefits, and a unique supportive family culture.

If you embody integrity, teamwork, passionate excellence, and you enjoy working in a high-performing and high-energy environment, we are currently recruiting a highly motivated individual for the role of Receptionist & Office Administrator!

JOB SUMMARY

The Receptionist serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming environment. This role is responsible for managing front desk operations, coordinating office administration activities, maintaining office supplies and common areas, supporting meetings and events, processing shipping and purchasing activities, and ensuring the efficient day-to-day operation of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reception

• Answer and direct incoming telephone calls promptly and professionally in accordance with company procedures.
• Welcome visitors, clients, and vendors with a courteous and professional attitude.
• Monitor visitor sign-in procedures, issue visitor badges, and ensure compliance with visitor and safety policies.
• Receive, sort, and distribute incoming mail and courier deliveries.
• Receive and direct incoming packages and samples to the appropriate departments.
• Update company phone directories, extension lists, and mail slots as required.
• Coordinate updates to lobby welcome screens as required.
• Maintain a clean, organized, and welcoming reception area.
• Ensure the guest washroom is stocked with soap, hand cream, and other necessary supplies.
• Maintain kitchen refreshments by stocking coffee, tea, milk, cream, sugar, honey, and other beverage supplies.

Meeting & Visitor Services

• Schedule and confirm meeting room bookings in Outlook and resolve scheduling conflicts.
• Prepare boardrooms and meeting rooms for meetings, including coordinating and setting up catering and lunch orders.
• Stock boardroom kitchenettes daily with beverages, coffee, and cutlery.
• Post daily meeting schedules and monthly Wi-Fi information.
• Coordinate catered meals while ensuring dietary restrictions and company food policies are followed.
• Research and maintain relationships with catering vendors.

Office Administration

• Maintain the cleanliness and organization of reception, boardrooms, lunchrooms, kitchenettes, wellness rooms, meeting rooms, mail areas, and washrooms.
• Ensure all common areas remain clean, organized, and presentable throughout the day.
• Monitor office appearance and report maintenance or repair requirements to management.
• Coordinate office repairs, maintenance, and vendor services as required.
• Maintain inventory and replenish office supplies, stationery, beverages, snacks, kitchen supplies, feminine hygiene products, first aid supplies, and other workplace essentials.
• Refill coffee, tea, and beverage stations daily.
• Fill office candy dispensers and coordinate snack, candy, and popcorn replenishment as required.
• Ensure kitchen appliances, dishes, sinks, refrigerators, microwaves, dishwashers, and shared kitchen spaces remain clean, organized, and in good working order.
• Support seasonal office decorating and workplace initiatives.
• Assist with general office events and employee engagement activities as assigned.

Shipping & Courier Coordination

• Prepare outgoing shipments using the most cost-effective courier services.
• Accurately determine shipment dimensions and weights.
• Prepare shipping labels and customs documentation for domestic and international shipments.
• Maintain shipping records and reconcile courier invoices.
• Resolve shipping discrepancies with courier providers and forward approved invoices to Accounts Payable.

Purchasing

• Create purchase orders using the company purchasing system.
• Receive purchased goods into the system and forward invoices for payment.
• Coordinate purchasing for office supplies, groceries, coffee, cleaning products, shop supplies, catering, and other operational requirements.
• Unpack and organize incoming deliveries.
• Maintain appropriate inventory levels while supporting cost-effective purchasing practices.
• Coordinate with vendors and suppliers to ensure timely delivery of products and services.

Reporting

• Maintain accurate shipping records and monthly reports.
• Maintain catering, wellness, coffee, grocery, and other operational reports as required.
• Complete additional administrative reports as assigned.

General Administrative Support

• Assist with general administrative duties and special projects as assigned.
• Support company events and seasonal initiatives.
• Maintain confidentiality of company and employee information.
• Contribute to a positive, professional, and collaborative workplace.

ACADEMIC AND EXPERIENCE REQUIREMENTS

• High school diploma required; post-secondary education in Business Administration, Office Administration, or a related field is considered an asset.
• Minimum 1–3 years of experience in a receptionist, office administration, or customer service role.
• Experience working in a professional office environment.
• Experience with purchasing, shipping, inventory management, and office coordination is considered an asset.

REQUIRED SKILLS

• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Professional, courteous, and approachable demeanor.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel).
• Experience using purchasing or ERP systems (e.g., Visual or Microsoft Dynamics 365) is an asset.
• Strong vendor coordination and inventory management skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Positive attitude with diplomacy, patience, and a strong service orientation.

WORKING CONDITIONS

• Primarily office-based environment.
• Frequent interaction with employees, visitors, vendors, and customers.
• Regular use of computers, office equipment, and multi-line telephone systems.
• Frequent walking throughout the office to support meetings, deliveries, stocking of supplies, and maintenance of common areas.
• Regular lifting, unpacking, and organizing office supplies, grocery orders, and shipments (up to approximately 25 lbs.).
• Standard business hours with occasional flexibility required to support meetings, company events, or operational needs.

This is a current vacancy. Accommodations are available upon request for individuals with disabilities throughout the recruitment and selection process.

We also utilize AI-assisted tools within our recruitment platforms to support the review and assessment of applications. These tools are used to assist, not replace, human decision-making. All final hiring decisions are made by our recruitment team.

Salary: $48,000-$53,000