Front Desk Receptionist

COMPANY BACKGROUND

The Terracap Group of Companies is a private equity real estate group based in Toronto. Our diverse portfolio encompasses over 4 million square feet of real estate across North America. The portfolio includes multi-residential, mixed use, hospitality, retail, and office as well as future development lands. Terracap delivers notable value enhancement through strategic acquisitions / investments, professional property & asset management, development, construction management, leasing and related services. Terracap’s investors represent some of the top-tier business leaders and high net worth families in both Canada and the United States.

POSITION OVERVIEW

We are seeking a professional and organized Front Desk Receptionist to join our team on a full-time basis. As the first point of contact for visitors and callers, you will play a crucial role in ensuring a welcoming and efficient office environment. This position requires excellent communication and multitasking skills to support daily operations and administrative tasks. If you have previous experience in a professional office setting, a keen attention to detail, and an interest in real estate or property management, we encourage you to apply.

KEY RESPONSIBILITIES

General Reception Management:

Greet visitors, offer beverages, confirm parking requirements, and notify the appropriate contact.
Maintain a neat, organized reception area, including periodic clean-ups.
Manage and record all incoming and outgoing mail and courier deliveries, including cheques.
Open, record, and distribute incoming mail; stamp and send outgoing mail, including registered mail as required.
Manage office electronic access, ensuring schedules are up to date.
Maintain and update general information listings for staff contacts, investor contacts, charge codes, keys, etc.
Log staff attendance, temperature readings, and other office records.
Coordinate requests to building services for HVAC, lighting, plumbing, security, and maintenance.
Provide backup support for the Executive Assistant as needed.
Assist with general filing and other office tasks as required.
Administrative Duties:

Manage property chargebacks for services such as copying, mail, and courier.
Assist with minor personal administrative tasks on behalf of the CEO (e.g., printing weekly newsletters, online orders).
Support the Executive Assistant to the CEO with calendar management and communications.
Provide coverage for the Executive Assistant during overflow periods or vacations.
Office Equipment & Facility Management:

Maintain office communication equipment, including the ShoreTel phone system, voicemail accounts, and action any received items as required.
Ensure copier, fax, shredding, and postage machines are serviced regularly and stocked with supplies.
Manage Boardroom bookings via Outlook.
Oversee kitchen duties, including dishwasher use, general clean-up, and maintenance of small appliances.
Maintain off-site storage inventory and assist with purging items as needed.
Procurement & Supplies Management:

Maintain inventory of office, kitchen, and cleaning supplies, ensuring adequate stock levels.
Order stationery, including business cards, and ensure competitive pricing for all purchases.
Manage appropriate funding levels in the postage machine.
QUALIFICATIONS:

3-5 years’ experience working in a professional office environment.
Excellent verbal and written communication skills with the ability to be assertive while maintaining a professional demeanor.
Strong time management skills with the ability to manage multiple demands and prioritize tasks effectively.
Proficiency in Microsoft Office Suite, particularly Outlook, Excel, and Word.
Exposure to Yardi Property Management software and Worldox document handling software is preferred.
Experience working in a fast-paced environment, with meticulous attention to detail, accuracy, and strong organizational skills.
A motivated, resourceful, self-starter who can work independently with minimal direction.
Confidence in making quick decisions and problem-solving.
Positive attitude and ability to thrive under pressure and in stressful situations.
Outstanding interpersonal skills and ability to build relationships at all levels of the organization, as well as with external contacts.
Willingness to learn and adapt to new processes, technologies, and tasks.
Attention to detail and ability to perform routine administrative tasks with a high level of accuracy and care.
Strong work ethic and enthusiasm to contribute to a team-oriented environment.
CONTACT US

If you are looking for an exciting challenge and an opportunity to work with an exceptional team, and you believe you meet or exceed the qualifications outlined above, we want to hear from you!

Please submit your current resume along with a cover letter explaining why you are a strong candidate for this position. Applications must be received by June 27, 2025. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Types: Full-time, Fixed term contract, Seasonal

Pay: $45,000.00-$50,000.00 per year

Schedule:

Monday to Friday
Ability to commute/relocate:

North York, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):

What interests you about working in real estate or property management?
Education:

DCS / DEC (required)
Experience:

Administrative: 3 years (required)
Microsoft Office: 3 years (required)
Customer service: 3 years (required)
Work Location: In person

Application deadline: 2025-06-27