Receptionist/Facilities administrator

We are seeking an organized, enthusiastic, and highly professional Receptionist to manage our front desk operations, ensure a welcoming atmosphere, and provide basic facilities support at our studio. The ideal candidate will be a friendly, engaging personality who is adept at multitasking, has excellent communication skills, and shares an interest in the dynamic world of video games.

RESPONSIBILITIES

Front Desk & Guest Management

• Greet and welcome all guests, candidates, clients, and vendors with professionalism and enthusiasm.
• Manage the visitor sign-in process and ensure compliance with security protocols and NDAs.
• Manage and maintain the cleanliness and organization of the reception area, lobby, and meeting rooms.
• Coordinate catering and setup for on-site meetings, interviews, and company events as needed.

Administrative & Operational Support

• Manage incoming and outgoing mail, packages, and deliveries (e.g., FedEx, UPS) using ship time.
• Assist IT in sending out and retrieving equipment.
• Maintain and manage office supplies inventory, placing orders as necessary and ensuring common areas are stocked.
• Assist with scheduling and booking conference rooms, ensuring necessary equipment is functional.
• Provide basic administrative support to various departments (e.g., Human Resources, Studio Operations) as assigned.
• Assist with onboarding logistics for new hires, including preparing welcome packets and desk setup.

Facilities & Maintenance Coordination

• Act as the primary liaison for the building/landlord management (Citi Plaza) regarding access, repairs, and general operational issues.
• Coordinate and schedule regular office cleaning services, including arranging specialized services like carpet cleaning as needed.
• Serve as the main point of contact for external vendors and contractors (e.g., maintenance, repairs, supplies), ensuring they follow security and access procedures.
• Manage basic maintenance requests, utilizing vendor/landlord maintenance portals to log and track issues (e.g., HVAC, lighting, minor repairs).
• Perform general office care and walkthroughs as needed to identify maintenance issues and ensure the overall functionality of the workspace.
• Work closely with the Health & Safety (H/S) team to ensure common areas and facilities are maintained in accordance with compliance and safety standards.

Culture & Communication

• Act as as a positive and helpful resource for employees and visitors.
• Communicate internal announcements and updates via designated channels (e.g., digital display, email).
• Contribute to maintaining a vibrant and energetic company culture.

REQUIREMENTS

• 2+ years of experience in a front desk, receptionist, or administrative assistant role, ideally including facilities support tasks.
• Exceptional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or G Suite (Docs, Sheets, Gmail).
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• A professional, polished, and friendly demeanour with a strong customer service orientation.
• Demonstrated ability to handle confidential information with discretion and integrity.

“Applicants must be legally eligible to work in Canada at the time of application.”