Job title: Receptionist Office Coordinator

Company: Hub International

Job description: About The Role

This position serves as our “director of first impressions” and therefore charged with engaging all walk-ins, phone-in clients, and day-to-day office tasks. This position is an integral part in ensuring that the office runs smoothly and successful, while being able to carry out administrative duties with the capacity to make good judgment calls, be organized, and have a sense of urgency, are critical to this position.

Principal Duties and Responsibilities

• Oversee daily office operations, including security, reception, mail room, stocking, and maintenance of meeting rooms, copy rooms and serveries.
• Greet, sign-in and locate contacts for scheduled visitors quickly and courteously, Assist walk-in visitors with various inquiries.
• Perform opening and closing procedures. Answer and process external & internal calls efficiently & effectively, answering general inquiries. Retrieve and expedite after hours voicemail messages to appropriate broker/colleague.
• Establish work priorities and ensure procedures are followed and deadlines are met.
• Responds to enquiries, complaints, concerns, conflicts, and discrepancies.
• Organize own back up as required for breaks and vacations.
• Ensure the main areas of the office are well maintained.
• Accept and log payments (cheques) received from clients/colleagues, preparing banking, etc.
• Sort and forward incoming faxes and emails received.
• Handle incoming courier including regular mail open, stamp, sort, and label for distribution. Look up Broker in EPIC.
• Log all inbound courier packages/deliveries. Contact recipient by Teams to pick up. Some heavy lifting maybe required.
• Prepare outbound mail including registered mail and courier shipments. (weigh/stamp/seal). Call-in pick-up requests. Track urgent packages to ensure delivery. At times assist the team(s) with mass mailings.
• Monitor postage meter & arrange for meter to be refilled via online postage meter service. Maintain all postage meter supplies (date stamp ink, tape, solution etc.) ensuring you have back up supplies on hand.
• Oversee purchasing and regular maintenance, as required, of office equipment including desks, chairs, copiers, carpets, coffee makers, fridges, water filtration systems, soap dispensers, etc.
• Perform daily walk around the office checking on the various office equipment such as: photocopiers, fax machines, coffee makers, TV’s, check the spare desks and Hoteling offices/workstations to ensure that they are set up and operational. Troubleshoot photocopier equipment, replace toner, and place service calls as required.
• Serve as prime liaison with landlord and third-party vendors and other resources to ensure appropriate cleaning, repair, and maintenance of office.
• Resolve problems associated with all building services including but not limited to; janitorial, food services, coffee services, parking, vending, security/keys, conference rooms, cubes as well as interior and exterior furnishings, fixtures, and equipment.
• Implement preventive, ongoing, and anticipated maintenance/repair programs.
• Manage relationship with document management vendor (Access Corp.) and coordinate internal training, document shipping, and recall as needed and shredding bin management.
• Provide support for meetings and conference room reservations, as needed
• Ensure office adheres to health and safety regulations. Maintains and ensures that others maintain a safe, orderly, and tidy work area.
• Conduct inventory (PPE) supplies for tracking purposes and assessing restocking needs. Maintain stock levels for First Aid Kits, and hand sanitizer gel etc.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Maintain and stock the executive fridge daily, keep stocked with bottled water and pop for meetings.
• Check conference rooms (first thing in the morning and at lunch time) to ensure that they are clean and organized, chairs are tucked under tables and food and drinks are removed.
• Assist with special room set ups ie: walls, chairs, and tables for meeting according to request.
• Provide support for meetings and conference room reservations, as needed
• Accountable for Onboarding/Offboarding of new employees with building/office security/keys set-up and workspace assignment, IT equipment and for supporting internal moves/relocations.
• Other assigned duties as required.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified.

Why Choose HUB?

When you choose HUB, you’re choosing the largest insurance brokerage in Canada and 5th largest global insurance & employee benefits broker supported by over 19,000 professionals in 500 offices across North America. We provide a competitive, exciting, and friendly work environment that strategically positions you for longevity and offers significant advancement, growth, and success opportunities. To read more about HUB, please visit .

What’s in it for you?

Your well-being is our priority, and we back this up with a wealth of benefits:

Enjoy a competitive pay structure that includes incentives, bonuses, and more ways to increase your earnings.

Balance your life with flexible work arrangements and generous time off.

Benefit from a comprehensive package tailored to your needs, including company-matched RRSPs.

Invest in your future with HUB-sponsored training and development programs. We even offer tuition reimbursement opportunities.

Rest easy with reimbursements for professional license fees and membership dues.

Avail special perks including discounts on events, travel, accommodations, and personal home & auto insurance.

At HUB, we celebrate diversity, equity, and inclusion. We are committed to creating an environment where all our employees feel valued and empowered. In this light, we’ve designed our selection process to be accessible to everyone. We encourage you to let us know if you need any assistance or accommodation during the recruitment process. We believe in providing every candidate with an equal opportunity to succeed and thrive in our inclusive work environment.

For us, service is not just a value; it’s our commitment. We uphold this commitment to our employees, clients, and communities. Each of our regional offices actively contributes to local causes, making a difference where it’s needed most.

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Department Account Management & Service

Required Experience: 2-5 years of relevant experience

Required Travel: No Travel Required

Required Education: Diploma

Expected salary:

Location: Barrie, ON

Job date: Fri, 01 Sep 2023 22:00:29 GMT