Administrative Support

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Position Overview

We are seeking a detail-oriented and professional Receptionist to serve as the primary point of contact for our organization. This role combines front-desk reception duties with administrative and coordination responsibilities across multiple departments, including document control, fleet administration, portal support, and visitor management. The successful candidate will enhance operational efficiency by centralizing key administrative functions and freeing senior staff to focus on core responsibilities.

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Primary Responsibilities

Reception & Communications

• Greet all visitors and clients with professionalism and courtesy
• Serve as the primary point of contact for main building phone line
• Manage incoming calls to the FUELS 800 number and route appropriately
• Maintain visitor logs and enforce security protocols in compliance with company policy
• Provide professional front-desk presence during all business hours

Document Control

• Track and manage document workflows and status updates
• Prepare progress reports for senior laboratory staff
• Maintain organized filing systems (physical and digital)
• Ensure timely distribution of documents to appropriate departments

Fleet Administration (FUELS Canada)

• Monitor and track fleet data provided by Titan
• Generate reports on fleet performance and utilization
• Administer key fob distribution and access control
• Maintain accurate records of fleet-related transactions and assignments

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Portal Administration

• Serve as primary support contact for clients requiring portal assistance
• Process password resets and account troubleshooting
• Manage initial portal setup and client onboarding
• Respond to portal-related inquiries in a timely manner

Visitor & Tour Coordination

• Coordinate lab tours and client visits
• Prepare tour materials (lab coats, safety glasses, etc.)
• Arrange catering services, including food ordering and setup
• Manage event setup and breakdown
• Ensure professional presentation of facilities during all visitor interactions

General Office Administration

• Restock vending machines and monitor supply levels
• Coordinate office equipment maintenance and repair requests
• Manage communication with vendors and service providers
• Update electronic bulletin boards and digital signage (TV slide show)
• Provide booking and expense support to the PTC executives
• Support ad-hoc office coordination needs as required

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Required Qualifications

• High school diploma or equivalent
• 1–2 years of reception or administrative experience
• Proficiency with Microsoft Office Suite and email systems
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Professional demeanor and customer service orientation
• Ability to maintain confidentiality and handle sensitive information

Key Competencies

• Customer Service: Friendly, professional interactions with internal and external stakeholders
• Organization: Ability to manage multiple priorities and deadlines
• Attention to Detail: Accuracy in documentation, reporting, and administrative tasks
• Communication: Clear written and verbal communication across departments
• Problem-Solving: Resourcefulness in handling visitor needs and technical issues
• Discretion: Professionalism in handling confidential information and security protocols

Reporting Structure

Reports to: Vice President Operations

Physical Requirements

• Ability to sit at a desk for extended periods
• Ability to stand and greet visitors
• Ability to lift and carry light office supplies and materials
• Ability to move about the office and facilities as needed