Front Desk Coordinator

Role Overview

The Front Desk Coordinator at Fengate serves as a pivotal ambassador, ensuring a consistently polished, professional, and welcoming environment for staff, visitors, and partners. More than a traditional receptionist role, this position supports daily office operations, security awareness, business continuity, and enhances the employee experience.

Key Responsibilities

• Greet and assist all visitors and employees, delivering a professional and hospitable first impression.
• Handle incoming phone calls and queries with discretion and sound judgment, efficiently directing them to appropriate parties.
• Maintain neat and organized reception and communal spaces that align with Fengate’s branding and culture.
• Organize logistics for meetings, including scheduling, room setup, teardown, catering arrangements, and technology setup.
• Manage daily office functions such as supplies, kitchen/snack provisions, mail and courier services, and workspace readiness.
• Coordinate with Property Management and external vendors for building maintenance, repairs, cleaning, and other services.
• Facilitate office reconfigurations, renovations, equipment installations, furniture moves, and offsite storage tasks by coordinating access, logistics, inventory tracking, and cleanup activities.
• Maintain awareness of security protocols and assist in business continuity and emergency preparedness, escalating any concerns appropriately.
• Update and maintain front desk procedures, Standard Operating Procedures, vendor lists, and other documentation, while seeking opportunities to improve efficiency and employee satisfaction.
• Plan and coordinate coverage for front desk duties to ensure operational continuity.
• Process operational invoices and monitor expenses in accordance with budget and internal controls.
• Manage corporate assets such as access cards, keys, equipment, and credit card distribution responsibly.
• Collaborate with front desk and office coordinators at other locations to provide consistent support across offices.
• Support HR and IT teams during employee onboarding and offboarding to ensure smooth transitions.
• Assist with planning and executing office events and firm-wide initiatives.
• Serve as a reliable support partner for business units, executives, and executive assistants within the office environment.

Required Qualifications

• Completion of a college diploma or possess equivalent experience.
• Between 1 to 3 years of experience in front desk duties, office coordination, or administrative support in a professional setting.
• Excellent organizational skills with a proven ability to manage multiple competing tasks effectively.
• Strong communication and interpersonal skills, with confidence engaging senior leadership and external stakeholders.
• High degree of discretion and aptitude for managing confidential information securely.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Able to quickly learn new software systems and technologies.
• Demonstrates sound judgment, problem-solving abilities, and meticulous attention to detail.
• Proactive with a strong sense of ownership and accountability in all responsibilities.

Behavioural Competencies

• Authenticity: Earning trust through honesty and courage.
• Performance Focus: Taking accountability and driving results.
• Stakeholder Awareness: Understanding and anticipating needs of those depending on you.
• Relationship Management: Fostering collaboration and effective communication.

Workplace Details

This full-time role requires onsite presence at Fengate’s Toronto office five days per week. Office hours are Monday through Thursday, 8:30 AM to 5:00 PM, and Friday, 8:30 AM to 4:00 PM. Fengate is committed to diversity, equity, inclusion, and belonging and provides accommodations for persons with disabilities upon request.

Compensation

The base salary range for this role is between $65,000 and $80,000 annually.