Overview of Company

Greybrook is a Toronto-headquartered private equity real estate investment firm that invests and actively manages high-quality development-based and value-add opportunities. Greybrook allows individual investors to partner on an equity-basis with leading real estate developers to jointly acquire properties situated in growing urban and suburban markets that meet our investment criteria for new development or asset repositioning. Greybrook targets average annualized returns in excess of 20% on development-based opportunities and 12% to 18% on value-add developments. Greybrook and its affiliates have invested in over 85 real estate projects in Canada and the United States with an estimated gross development value of CAD $20 billion.

Overview of Position

The Receptionist / Office Administrator is a highly visible position and it is important that they make a good impression and represent the company in a positive way. They are expected to be knowledgeable about the company and a source of information for co-workers and clients. They are also expected to perform a variety of administrative responsibilities that are vital to the success of the company and its sales team. This position will be working in a collaborative team environment, performing duties that are the backbone of operational achievement.

Responsibilities

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring to inquiries.
  • Take and relay messages.
  • Provide information to callers.
  • Greet persons entering organization.
  • Direct persons to correct destination.
  • Deal with queries from the public and clients
• Ensure knowledge of staff movements in and out of organization
• Monitor visitor access and maintain security access.
• Prepare correspondence and documents.
• Receive and sort mail and deliveries.
• Organize conference and meeting room bookings.
• Coordinate meetings and organize catering.
• Monitor and maintain office equipment.
• Manage weekly inventory for office supplies and pantry items.
• Tidy and maintain the reception and common areas.
• Liaise with vendors for facility-related services.
• Perform general administrative duties such as filing, photocopying and collating documents, scanning, and labelling.
• Accumulate necessary documents accurately for senior management and clients to review.
• The prompt assembly of time-sensitive project offering and subscription packages as requested by team lead or SVP, Corporate & Investor Services.
• Review incoming investor documents to help ensure that all necessary forms have been returned, the accuracy of the returned forms and the reporting of any deficiencies both physically within client folders and electronically on the company's database to aid with the tracking and deficiency resolution process.
• Assist with executive support, meeting coordination, and additional priorities as needed.
  

Qualifications

• Proficient in Microsoft Office Word, Excel and Outlook
• Knowledge of office administration duties
• Ability to demonstrate a highly proficient level of accuracy in data entry
• Strong attitude towards teamwork
• Comfortable working independently
• Strong written and verbal communication skills, as well as telephone etiquette
• Comfortable initiating communication with potential and existing clients to assess needs
• Exceptional organizational and multitasking skills
• Attention to detail
• Able to work non-traditional hours when required
• Experience with Salesforce is an asset, but not mandatory

Competencies

• Customer Focus
• Positive Attitude
• Communicating Effectively
• Peer Relationships
• Flexible and adaptable
• Willingness to take on new responsibilities as needed

Required Education

• Post-Secondary education