Front Desk & Office Assistant

Front Desk & Office Assistant - Urbacon

(Current Vacancy)

Role Objectives

The Front Desk & Office Assistant is responsible for managing reception and supporting day-to-day office administration and operational needs. This is a front-facing role suited to someone who is organized, dependable, and comfortable working in a fast-paced office environment.

Responsibilities

Greet and assist visitors, clients, and employees in a professional and welcoming manner

Manage incoming calls, including screening and directing inquiries appropriately

Administer visitor sign-in procedures and ensure compliance with safety and access protocols

Maintain a clean, organized, and professional reception and front-of-house area

Coordinate booking and scheduling of meeting rooms, boardrooms, and shared spaces

Support Executive Assistants and Project Administrators with meeting coordination, including room setup and basic requirements

Coordinate ordering of office snacks, beverages, and related supplies for the office, project sites, and UDCS as required

Arrange catering and provide setup and cleanup support for internal meetings and events (e.g., lunch-and-learns)

Ensure office, meeting rooms, and common areas are consistently organized and ready for use

Perform general administrative duties including filing, data entry, and document management

Assist in planning internal and corporate employee events, including but not limited to the Winter Party, Summer Picnic, and Supers Weekend, by providing administrative and logistical support under the direction of the appropriate lead

Support event coordination activities such as scheduling, vendor sourcing, catering arrangements, and preparation of communications and announcements, as required

Provide onsite support during events, including setup, coordination assistance, and cleanup, ensuring smooth execution of activities

Coordinate with relevant stakeholders (e.g., Executive Assistants, Project Administrators, and Facilities) to support event requirements and execution

Ensure all event-related activities remain in a support capacity, with overall planning, decision-making, and accountability retained by designated leads

Provide lunch coverage and backup Office Services support as required

Maintain files for services, equipment, programs, and various contracts, and assist in digitizing records for consistency and accessibility

Perform general administrative duties including filing, information analysis, and other duties as assigned

Distribute corporate and company-wide correspondence

Maintain internal contact lists and office reference materials

Monitor and replenish office and pantry supplies

Operate and maintain kitchen/servery equipment (including coffee machines) and coordinate servicing as needed

Provide coverage for the Office Services Coordinator during absences and breaks

Support planning and execution of office and facilities-related activities by providing logistical and administrative assistance

Candidate Requirements

Post-secondary education in a related field.

Minimum 3 years work experience in a front office or reception role.

Strong communication skills, both written and verbal, with a professional command of English

Skills

Friendly, approachable, and professional in appearance and demeanor

Proficient in Microsoft Office Suite and comfortable learning new systems and technology

Resourceful, proactive, and strong problem solver

Highly organized with the ability to multitask, prioritize, and work well under pressure

Location & Commitments

Urbacon Head Office – 750 Lakeshore Blvd East

Full-time, in-office Position (5 days per week)

No remote work