Front Desk Administrator

The Office & Front Desk Administrator is a key support role within the organization, providing administrative assistance across multiple departments and serving as the first point of contact for visitors, employees, customers, and vendors. This role is responsible for front desk operations, office administration, purchasing coordination, shipping and logistics support, and maintaining effective communication and organization throughout the office. Key Responsibilities Office Administration Print and distribute new Purchase Orders (POs), enter information into the PO & Production Schedule spreadsheet and Fishbowl system. Forward POs to designated personnel and confirm receipt. Create freight invoices for U.S. shipments. Prepare and submit FDA Data Sheets and USMCA Certificates of Origin for new products to Customs Brokers; maintain and update complete CT item lists annually. Coordinate courier shipments within Canada and the U.S. using Secure Ship. Create Prior Notices through the FDA website for U.S. sample shipments and track shipment updates and deliveries. Maintain the Samples by Customer Actuals spreadsheet. Support invoicing activities for the Demand Planning Manager. Organize small shipments within Ontario and Quebec. Purchasing & Inventory Support Purchase PPE and production supplies weekly while maintaining inventory levels. Purchase cleaning chemicals bi-weekly and coordinate with the Sanitation Team to ensure adequate inventory. Order office supplies as needed. Assist the Mechanical Maintenance team and General Manager with small purchases. Purchase first aid supplies and metal detectable items while coordinating with QA to maintain inventory records. Monitor pallet inventory weekly and communicate with the Warehouse Manager to maintain stock levels. Maintain uniform counts and ensure the main office is supplied with lab coats. Front Desk & Reception Greet visitors, clients, and vendors in a professional and friendly manner. Handle incoming phone calls and inquiries from internal employees and external customers. Monitor general office voicemail and distribute messages to the appropriate staff members. Manage inbound and outbound mail, courier services, packages, and correspondence. Maintain logs for subcontractors and vendors picking up cheques. Ensure professional communication through phone, email, and written correspondence. Health & Safety Act as Fire Drill Warden by maintaining personnel count lists and performing assigned duties during fire drills. Required Qualifications & Experience Post-secondary education required. Minimum 2 years of administrative or office experience. Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. Strong customer service and interpersonal skills. Excellent administrative, organizational, record-keeping, and data entry abilities. Effective time management and multitasking skills. Self-motivated with strong attention to detail and flexibility to manage diverse responsibilities. Strong written and verbal communication skills. Ability to work independently with minimal supervision. Professional demeanor with the ability to maintain confidentiality and discretion regarding company matters. Pay: $19.00-$21.00 per hour Benefits: On-site parking Ability to commute/relocate: Etobicoke, ON M8Z 5L6: reliably commute or plan to relocate before starting work (required) Work Location: In person

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