Receptionist

The successful candidate will join Whitecap Search as a key member of the team, providing essential operational and administrative support in a dynamic and fast-paced environment. This role requires a poised individual who can manage multiple tasks efficiently while maintaining a positive, solutions-oriented mindset. The candidate will be instrumental in ensuring smooth office operations and will contribute significantly to the onboarding and offboarding processes.
 

• Office Operations
  • Manage employee access cards, including issuance, tracking, activation/deactivation, and record maintenance.
  • Coordinate office supply ordering twice weekly, monitor inventory levels, and reconcile related receipts and expenses.
  • Track office inventory, including general office supplies and company-issued equipment.
  • Schedule and coordinate vendors for office maintenance and repair needs.
  • Maintain SharePoint documents and ensure operational resources remain current and organized.
  • Track open facilities and operational tickets, following up to ensure timely resolution.
  • Prepare team meeting agendas and document action items and follow-ups.
• Employee Onboarding & Offboarding
  • Coordinate all Day One onboarding logistics for new hires.
  • Partner with IT to ensure technology and workspace readiness.
  • Prepare welcome information and onboarding materials.
  • Set up lunch platform accounts, FedEx accounts for administrative hires, and Amazon accounts for Facilities Management and IT employees.
  • Coordinate offboarding activities, including access removal and equipment tracking.
• Administrative Support
  • Provide backup administrative support to senior executive assistants as needed.
  • Assist with expense submissions, invoice processing, large mailings, and other administrative projects.
  • Support special projects and operational initiatives across the team.
  • This is a high-volume, highly visible position that serves as the operational hub for many day-to-day office functions.
  • The workload is intentionally uneven throughout the week:
    • Monday through Wednesday: Expect a very full workload requiring excellent prioritization, flexibility, and the ability to manage multiple competing requests simultaneously.
    • Thursday through Friday: Workload typically shifts to allow for follow-up, project work, planning, and preparation for the following week.
  • The ideal candidate enjoys staying busy, embraces changing priorities, and can maintain composure while delivering outstanding service in a dynamic environment.

• 2.5-3 years of Reception/Office coordination experience coming from Investment Management, Bank, or a professional environment.
• Proficiency with Microsoft Office Suite and SharePoint.
• Experience supporting office operations, facilities, reception, executive administration, or workplace services preferred.