DesignAgency is one of the most distinguished design studios in Canada and our services are widely sought after, with clients in more than 26 cities and 9 countries worldwide. Our global success is based on our high level of design excellence and our ability to create special environments through narratives developed with the client. Working for leading companies, developers and hospitality groups, our clients work directly with one or more of our partners, reflecting our belief that great design requires leadership, focus and commitment.
DesignAgency relies on the receptionist to perform a number of reception and office assistance duties under the supervision of the Studio Coordinator. The receptionist is the first point of contact for visitors and contributes to the overall efficiency of office operations. The hours for this position are from 8:45 am – 5:00 pm Monday to Friday in our Toronto office.
Roles & Responsibilities
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Maintain a welcoming first impression and represent the company in a friendly, professional manner
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Manage reception, answer the door, answer and direct phone calls, greet clients, suppliers, and visitors
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Notify staff when visitors arrive for their meetings and bring them to the boardroom
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Coordinate boardroom schedules for timing and rebooking
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Set up and teardown boardrooms for meetings including water and coffee stations for meetings, order and set up meals, and ensure boardrooms are tidy after meetings
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Coordinate shipping and receiving of couriers, deliver mail, track staff shipping requests, and archive interior design samples. This involves the daily lifting of boxes, weighing up to 25 pounds, with the use of a dolly, across the office for various needs.
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Maintain a clean and stocked kitchen including refilling the coffee/tea area and snack stations, emptying and loading dishwashers, and ensuring the tables are tidy.
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Track office and kitchen inventory and maintenance requirements and notify the Studio Coordinator
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Arrange Culligan Water orders
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Maintain a clean and tidy studio including common areas, supply closets, sample return area, and shipping and storage rooms.
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Perform daily opening and closing duties and ensure the alarm system is working
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Assist the operations team and partners with ad hoc tasks for company events (Summer Block Party, Holiday Party, FF&E events, etc.)
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Provide studio tours to new staff on their first day
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Provide vacation coverage support when the Studio Coordinator
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Identify areas of improvement within the studio and contribute to the overall staff experience and studio environment
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Other general office duties as assigned
Key Skills and Qualifications
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Minimum of 1 year of experience as a receptionist or 3 years of experience working in the food & hospitality industry
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Previous experience working in interior design is preferred
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Proficient in Microsoft Excel, Word, MS Teams and Outlook 365
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Excellent verbal and written communication skills
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Able to lift up to 25lbs. frequently
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Able to walk up and down a flight of stairs regularly throughout the day
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Extremely punctual, organized, and a high attention to detail
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Creative and proactive problem solving
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Positive team player who takes initiative and can manage competing priorities
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Able to effectively work with colleagues from junior to partner level.
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Able to develop solid working relationships both internally and externally
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Dynamic personality that can drive outcomes in a collaborative environment.
The successful candidate will work to identify the needs of a growing, creative business and will work with the operations team to maintain and improve office procedures. A good understanding of the design community and industry is advantageous but not mandatory.
If you believe that this could be a perfect fit for you, please apply immediately, or if you know the perfect person for this position then feel free to forward this job posting. All applications will be kept in the strictest of confidence.