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Reception and Office Coordinator

  • Permanent
  • Date Posted: January 12, 2026
  • Salary: 55-60k

Our client within private equity requires a Reception and Office Coordinator to join their team. The ideal candidate is a polished, responsible individual who can work independently as well as supportively.

Responsibilities :

The Reception/Office Coordinator is required to perform a wide range of duties, currently these include, but are not limited to:

 

  • Reception (Note: Phone system is automated.  Front door is locked at all times.)
  • Relay voice mail from the general mailbox to the appropriate staff member
  • Greet all visitors in a professional and friendly manner for general office, take them to meeting rooms, offer refreshments, advise team member of guest arrival.
  • Maintain Reception Duty binder with up-to-date information. Key contacts for office maintenance, courier and passwords, etc.

 

Office Administration

  • Sort incoming mail, faxes, and deliveries for distribution for general office
  • Manage boardroom(s) availability and VCC connections
  • Weekly on Monday’s – arrive at 8:15 am and put coffee in the main boardroom and turn on the VCC for the weekly Management Meeting. On long weekends, it’s Tuesday.
  • Weekly on Friday’s – end of day, set up the boardroom (cups, plates, toaster) for Monday’s Management Meeting
  • Prepare and send outgoing mail and courier packages – package, prepare address label
  • Upkeep of the organization’s office lists, ensuring a high level of accuracy
  • Upkeep of suppliers list
  • Upkeep and ordering of office supplies / office letterhead and business cards
  • Upkeep and ordering of kitchen supplies
  • Upkeep of the kitchen
  • Check photocopiers have toner and paper daily.
  • Booking and setting up meeting rooms (includes catering set-up and clean-up)

 

Administrative Assistance

  • Provide support to Executive Assistants as needed.
  • Type correspondence, expense reports and other documents
  • Pull together Board Binders (tabs and labeling)
  • Set up meeting rooms o Tidy up meeting rooms
  • Prepare expense reports for Associate team members
  • Managing filing system (electronic and hard copies) with other staff members
  • Flexible to help other members of the team, including some cross functional duties as requested
  • Administrative responsibilities for the finance team including distribution of cheques, some expense reporting.
  • Main contact for IT issues and with IT Company.
  • Onboarding new employees and Offboarding exiting employees

Qualifications:

  • 1-3 years of related reception or administrative support experience
  • Ability to work under tight deadlines, well-organized with attention to detail and an ability to deal with multiple priorities while maintaining a positive attitude.
  • High degree of proficiency with computer software programs including MS Office (Word, Excel, PowerPoint) and Expense Reporting (Concur would be an asset)
  • Excellent communication skills – both written and verbal in English
  • Strong interpersonal skills
  • Strong organizational, multitasking and prioritizing skills a must
  • Must be able to work in an environment with regular interruptions and continually changing priorities.
  • Flexible to take direction from various members of the team

 

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Beth; b.title@tdspersonnel.com

Apply For The Job

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TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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