Office Receptionist & Admin

Office Receptionist & Admin

About Dokainish & Company 

Since 2011 Dokainish & Company has been providing world class professional consultancy services.  

We specialize in working diligently and collaboratively with our clients to achieve long-lasting and impactful results across numerous business functions.  

Our areas of expertise include Project Management, Quantitative Risk Analysis, Organizational Change Management, Project Controls, Enterprise Reporting, Estimating, Asset Management, and System Implementation for Capital Projects. We draw upon decades of project experience to deliver customized solutions to our clients’ most complex challenges. 

We are a fast-growing organization, currently seeking a motivated, driven entry to mid-level professional to join our high-achieving, diverse, innovating team. 

The Opportunity: 

This multifaceted position will fulfill the role of receptionist, manage our consulting firm’s office, support administrational duties, and contribute to the overall efficiency of our operational controls. Our ideal candidate is extremely organized, highly flexible, resourceful, and able to work independently with minimal supervision. This role will act as ambassador for our consulting firm and take on the role of host within our office, receiving and greeting clients and managing all vendor relationships; the selected candidate must have an excellent presentation and possess superior communication skills. This role will report to the HR Manager. 

This is a full-time, non-remote position based in downtown Toronto. 

ROLE SUMMARY 

Administration 

• Undertake administrative tasks for our executive team as needed. 

• Responsible for all Accounts Payable/Accounts Receivable activities. 

• Process and record vendor invoices.  

• Verify and reconcile expense reports.  

• Prepare and issue payments to vendors in a timely manner. 

• Generate and send out invoices to clients.  

• Record and reconcile client payments and monitor and follow up on overdue payments. 

• Provide ad-hoc administrative support to the HR team.  

• Assist in maintaining accurate financial records. 

• Contribute to process improvements within administration and accounting. 

• Undertake additional bookkeeping tasks, other projects, and relevant ad hoc requests as needed. 

Office Management and Reception  

• Act as a receptionist by greeting clients, making their visit a comfortable and memorable experience.  

• Oversee all office administrational duties and ensure that the office operates efficiently and smoothly. 

• Tracking and ordering office supplies and kitchen supplies. Ensuring housekeeping standards are maintained by the team. 

• Perform a wide range of administrative functions including filing, archiving, mail, deliveries as needed. 

• Support with booking travel and reservations as needed.  

• Coordinating third party and vendor services, and other office duties as required. 

Skills & Qualifications: 

• A diploma or degree in Administration, related field (or equivalent work experience).   

• 1-3 years of professional experience as an administrator or office manager. 

• Solid understanding of Accounts Payable and Accounts Receivable principles and basic bookkeeping practices.  

• Proficiency in Microsoft Office Suite. 

• Strong attention to detail and accuracy.  

• Ability to handle confidential information with integrity and professionalism. 

• Excellent verbal and written communication skills.  

• Ability to work collaboratively in a team environment.  

• Professional demeanor and ability to establish and maintain excellent customer relations with clients and vendors. 

• Exceptional organizational and time management skills, able to manage competing priorities, deadlines, and the flexibility to adjust to changing operational needs.  

• Ability to analyze financial data. 

• Experience with improving internal operational controls. 

• Solid, overall business acumen, work ethic, and a strong mindset for continuous improvement. 

• Ability to commute or plan to relocate before starting work (required); this is a full-time, non-remote position based in downtown Toronto, Ontario (not remote). 

We take immense pride in our high performing, collaborative team. We recognize and value the uniqueness of every individual who works at Dokainish & Company, and we aim to harness our strengths into a synergistic team that thrives in an environment of open communication, accountability, trust, and respect.  

We are highly skilled when moving ideas into actions and empower each other to deliver outstanding results. 

If you believe your skillset, drive, qualifications, and experience is a match, we welcome your application and can’t wait to hear from you. 

We thank all applicants for their interest in joining Dokainish & Company. Please note only those candidates considered for an initial interview will be contacted. 

Dokainish & Company is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to age, gender, race, colour, religion, sexual orientation, gender identity, national origin, disability, age and veteran status, or any other protected status required by applicable law. 

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Dokainish & Company AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.