Receptionist (Fixed-Term – 18 months)

ABOUT THE ROLE

The receptionist serves as the “face of the firm” and plays an important role in representing the firm’s character and values. In addition to handling traditional reception duties, the receptionist reports to the IT + facilities manager and works effectively with all members of MT+Co., including clients, vendors, and suppliers. The receptionist position is exempt from MT+Co.’s Remote Work Framework and is required to work in the office full-time.

ABOUT YOU

The firm will provide training and other support to get your skills up to speed, but these are the traits you will generally embody naturally:

• Customer Service Focused: You communicate confidently and candidly. You provide exceptional customer service to all clients, vendors, suppliers, and colleagues. You are comfortable asking for what you need, suggesting better ways of doing things, and exercising great judgment around client communications (including when to involve others).
• High-Performing: You are disciplined and take responsibility for your outcomes. You like to have everything under control, so you’re proactively one step ahead and take ownership of moving things forward as much as you possibly can. You are excited about the idea of taking charge of the reception role in an evolving office environment.
• Supportive: You enjoy taking care of others by providing excellent service. You like to empower other people’s performance by building systems, documenting processes, and proactively anticipating their needs. Your empathy helps you think critically about the client and colleague experience.
• Curious: You’re eager to learn and get excited about figuring out new things. You seek out learning opportunities and take time to understand the bigger picture of whatever you’re working on.
• Detail-Oriented: You’re a details person and can proofread like a pro. You have an eye for design and take pride in making things look nice while also knowing when to prioritize function over fashion. You thrive on precision and administrative excellence.
• Flexible: You’re good at dealing with change and can gracefully roll with the punches when things get a bit messy. You handle stress well, assume positive intentions in others, and step up to the plate when your colleagues need a helping hand.

EXPERIENCE

Ideally, you have 1+ years of experience working in reception. Previous experience in troubleshooting and implementation is considered an asset.

A reasonable estimate of the salary range for this role is CAD $55,000.00 – $65,000 at the time of this posting. Within this range, individual pay is determined by market rates, job-related skills, relevant experience, and education and/or training.

Please note that the range reflects base pay only and does not include our competitive bonus program, 100% employer-paid benefits, and various other perks offered by the firm.

GENERAL DUTIES

While our firm is constantly evolving (and flexibility is key), as of now, the duties of this role generally include:

Reception

• Be the face of the firm by sitting at the reception desk each day
• Welcome all visitors, establish a rapport, ensure their comfort, and direct them to the appropriate person
• Keep a detailed sign-in/sign-out log for both visitors and contractors
• Manage the reception email inbox and respond promptly to all emails or redirect where necessary
• Receive and direct all incoming calls appropriately and answer general inquiries in a courteous and expeditious manner
• Ensure the office, boardrooms, and kitchens are kept tidy, stocked and presentable
• Manage and maintain the weekly office order e.g. coffee, fruit, etc.
• Own the curation of the MT+Co. care amenities and first aid kit, propose new ideas, and order and restock.
• Organize weekly firm meeting lunch providers and send out options to the firm in advance, coordinate set up in the kitchen on arrival
• Maintain and update the Reception Manual and ‘How To’ guides
• Receive and store deliveries
• Ensure dishes are clean, including running, loading, and unloading dishwashers
• Manage all boardroom bookings and room set up and takedown, including ensuring all catering and audio-visual requirements are satisfied
• Coordinate all aspects of catering for internal and external meetings, including initial order placement, menu review, and delivery
• First point of call for meeting room audio-visual issues, escalating to the assistant IT + facilities manager

Mail and Couriers

• Collect, open, date stamp, scan, and save mail into the firm’s document management system and distribute to addressees daily
• Send, manage, and maintain an electronic copy of all outgoing mail
• Manage incoming and outgoing couriers within the requested time, keep accurate records, and ensure follow-through
• Conduct mail runs daily

Facilities

• Assist the IT + facilities manager with additional tasks and projects as required from time to time
• Manage the MT+Co. library
• Ensure the security of the firm, guaranteeing that only authorized individuals gain entry
• Manage the seasonal decoration of the office
• Maintain and oversee plant well-being and care
• Escalate any issues to the IT + facilities manager if first brought to the receptionist’s attention
• Coordinate office furniture setup and repairs with guidance from the IT + facilities manager
• Ensure the storage cupboard remains clean and tidy
• Keep the printer and scanner in working condition and fully stocked
• Maintain the coffee machines, ensuring they are cleaned and functioning correctly
• Assist contractors and vendors with building access, ensuring updates are given before their departure
• Monitor usage and assist colleagues with bookings on the desk booking system
• Act as the daily office Fire Warden (training provided), ensuring the office evacuates to the assembly area during a fire alarm. Liaise with the fire brigade and landlord once everyone is accounted for

Other

• Maintain office administrative lists (birthdays, addresses, work anniversaries, etc.).
• Assist with the organization and execution of in-firm events (call-to-bar ceremonies, baby showers, milestone celebrations, etc.).
• Assist with managing the MT+Co. calendar and coordinate the firm meeting presentations each Thursday.
• Take minutes for ad-hoc meetings, recording and issuing them to attendees.
• Assist and coordinate reception training with new Practice Managers as required.
• Circulate emails, collect responses, and draft letters related to audit inquiries.

HOW TO APPLY

Please send a resume and a brief statement describing why this particular role speaks to you to Jessica Howcroft at jhowcroft@millertiterle.com.