About the Role: Responsibilities, Skills, and Requirements
Ever wondered what keeps a busy workplace running smoothly from the front lines? As our next Admin/Receptionist, you'll be the vital first point of contact for both guests and colleagues — making sure everyone feels welcome and things flow seamlessly. It’s a role for someone who thrives on organization and truly enjoys putting their communication skills to good use. If you love juggling diverse tasks and being the steady, friendly face that keeps an office on track, this might be your perfect next step.
About the Company
We’re a close-knit, hard-working team where everyone’s contribution matters — whether you’re greeting a client, managing a schedule, or troubleshooting a printer jam. We value collaboration as much as efficiency, and you’ll find that no question is too small and no idea too bold to share. Think daily coffee catch-ups, open communication, and a culture that celebrates both smart work and thoughtful support. You won’t just be a name at a desk — you’ll be a valued part of our day-to-day heartbeat.
What You’ll Be Doing
- Warmly welcoming visitors and making sure their experience is positive from the moment they arrive
- Handling and directing incoming phone calls with professionalism (and a touch of personality)
- Managing front desk emails, mail, and messages — keeping the lines of communication open and organized
- Preparing documents, reports, and correspondence using MS Office (Word, Excel, and sometimes a well-crafted memo)
- Supporting basic bookkeeping tasks in QuickBooks — invoices, receipts, and simple record-keeping
- Keeping the reception area tidy and presentable (you’ll have a knack for the little touches that make a big impact)
- Assisting with scheduling, booking meeting rooms, and helping organize office events or lunches
- Helping the admin team with miscellaneous tasks — because you appreciate variety and stepping in where needed
What You’ll Bring
Must-Haves:
- Strong communication skills — both over the phone and in person
- Practical experience with MS Office (Word, Excel, and Outlook)
- Familiarity with QuickBooks or a strong willingness to learn
- Organized, detail-oriented, and able to manage multiple priorities at once
- A friendly, approachable demeanor — you set the tone for the whole office
Nice-to-Haves:
- Experience in a front desk or receptionist role
- Comfortable navigating new software or office gadgets
- A knack for troubleshooting little challenges before they become big ones
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Supportive team that values both your input and your sense of humor
- Opportunities to learn new skills (including bookkeeping and event planning)
- Cozy office with plenty of natural light and actual plants (not just computer monitors)
- Regular team lunches, birthday treats, and spontaneous celebrations
- Central location easy to reach by public transit
- Open feedback culture — your suggestions won’t just be heard, they’ll be appreciated
- Work-life balance is important to us: typical office hours, and minimal overtime
We’re proud of the welcoming environment we've built — it’s a place where people stick around because they genuinely enjoy those around them. If you’re looking for your next team, you might just have found it.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you share an example of how you handled multiple visitors and incoming calls at the same time without compromising on service?
- How comfortable are you preparing documents and simple reports in Word and Excel, and what’s your process for making sure these are accurate and well-organized?
- Describe your experience using QuickBooks or similar bookkeeping software. If you haven’t used it, how would you approach learning it quickly?
- Tell me about a time you spotted a small issue developing in the office (like a scheduling mix-up or office supply shortage). How did you handle it before it became a bigger problem?
- What steps do you take to keep a reception area looking inviting and organized, even on a busy day?
- How do you prioritize competing administrative tasks when everything seems urgent? Can you give a recent example?
- Have you been responsible for managing email inboxes or company calendars? How did you keep communications timely and organized?
- Give me an example of a time when you had to work with teammates across departments to coordinate an event or meeting. How did you approach it?
- Imagine a visitor or colleague is upset or frustrated at the front desk. How would you respond to ensure they feel heard and supported?
- Describe a workplace where you felt truly included. What about that environment made you feel welcome, and how did you contribute to that atmosphere?
- Our team loves sharing new ideas and feedback. Tell us about a time when you spoke up with a suggestion—how was it received?
- When learning a new software tool or office gadget, what’s your go-to strategy for picking it up quickly?
- We have a culture that appreciates humor and camaraderie. How do you bring positivity and approachability to your daily work?
- How do you balance the need for professionalism at the front desk with making sure everyone feels genuinely welcome?