Office Admin

KGraph is a leading immigration firm specializing in providing comprehensive services for individuals aspiring to study, work, or settle in Canada. With a global clientele, we are dedicated to delivering exceptional experiences and expert guidance throughout the immigration process. We are seeking a skilled and organized Office Administrator to join our team for our Mississauga office. As an Office Administrator cum Receptionist, you will play a crucial role in maintaining smooth operations and providing excellent customer service to our clients.

Responsibilities:

Reception and Front Desk Management:

• Welcome visitors and provide them with a positive first impression of our firm.
• Answer incoming calls, address inquiries, and transfer calls to the appropriate person.
• Manage incoming and outgoing mail, emails, and packages.

Client Support and Coordination:

• Assist clients with their inquiries, providing accurate information, and directing them to the relevant team members.
• Schedule appointments and manage calendars for the team.
• Coordinate meetings, conference calls, and other client-related activities.

Administrative Support:

• Perform general administrative duties, including data entry, filing, and document management.
• Maintain office supplies and equipment, ensuring an organized and well-stocked work environment.
• Assist with travel arrangements and accommodation bookings for team members, as needed.

Office Operations:

• Ensure the smooth operation of day-to-day activities, including managing office facilities, coordinating maintenance requests, and liaising with external vendors.
• Maintain office cleanliness and tidiness.

Communication and Correspondence:

• Draft and proofread emails, letters, and other written correspondence.
• Manage incoming and outgoing correspondence in a timely and professional manner.

Database Management:

• Maintain client databases and update records accurately.
• Ensure data integrity and confidentiality.

Team Support:

• Collaborate with team members to provide administrative and operational support as required.
• Assist with ad-hoc projects and tasks as assigned by management.

Requirements:

• High school diploma or equivalent. Additional certification or training in Office Administration is a plus.
• Proven experience as an Office Administrator, receptionist, or similar role.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong interpersonal skills and a friendly demeanor, with the ability to communicate effectively with clients and colleagues.
• Proficient computer skills, including Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment.
• Attention to detail and accuracy in handling administrative tasks.
• Professional and polished appearance.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a dynamic and fast-paced environment.

Join our dynamic team and contribute to the success of individuals pursuing their Canadian immigration dreams. This is a full-time position offering a competitive salary based on experience and qualifications. If you are organized, customer-oriented, and ready to make a difference in our firm's operations, we invite you to apply today. Become an integral part of our team and help us deliver exceptional service throughout the immigration journey.

Job Type: Full-time

Salary: $17.00-$18.00 per hour

Ability to commute/relocate:

• Mississauga, ON L4W 2M6: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative: 2 years (required)

Work Location: In person

Expected start date: 2024-03-18