Administrative Assistant (Front Desk Reception)

The Administrative Assistant (Front Desk Reception) is responsible for creating a positive and professional first impression for East Penn Canada by welcoming visitors, directing incoming calls, and providing administrative support to various departments across the organization.

This 100% on-site vacancy is based out of our beautiful Head Office location in Courtice, ON, and plays a key role in supporting daily office operations through reception services, mail and courier coordination, invoicing support, record maintenance, and administrative assistance.

As a valued member of the team, the Administrative Assistant (Front Desk Reception) contributes to an exceptional customer experience for both internal and external stakeholders while helping ensure the efficient operation of East Penn Canada's administrative functions.

Key Responsibilities

• Serve as the first point of contact for incoming visitors and telephone inquiries, providing professional and courteous service at all times
• Direct incoming calls to the appropriate team members, take messages, and manage voicemail transfers as required
• Welcome, assist, and direct visitors to appropriate destinations within the office
• Prepare and distribute daily, monthly, and quarterly invoices and statements
• Process and maintain records related to customer battery recycling programs
• Coordinate incoming and outgoing company mail, courier shipments, packages, and correspondence
• Complete all required documentation for registered, certified, insured, and international mail
• Operate and maintain postage equipment and coordinate special shipping requirements
• Manage the company uniform program, including ordering, distribution, record maintenance, and invoice processing
• Coordinate courier activities and monitor associated costs while ensuring adequate shipping supplies are maintained
• Maintain office equipment and supplies, including printers, photocopiers, fax machines, and postage systems
• Support a positive team environment by sharing knowledge, assisting colleagues, and resolving customer concerns professionally
• Ensure all customer interactions reflect East Penn Canada's commitment to service excellence

Experience & Qualifications

• 2+ years of administrative, reception, customer service, or office support experience
• Excellent verbal and written communication skills in English
• Strong customer service orientation with a professional and positive demeanor
• Ability to effectively prioritize and manage multiple tasks in a fast-paced environment
• Proficiency with Microsoft Office, including Outlook, Word, and Excel
• Experience operating multi-line telephone systems and general office equipment
• Strong attention to detail, organizational skills, and record-keeping abilities
• Self-motivated with a positive attitude and willingness to learn
• Team-oriented with a willingness to support the broader organization as required
• Bilingualism (English/French) is considered an asset

Other Considerations:

• Background checks, including criminal record checks and professional reference checks, are required as a condition of employment
• Applicants who are interviewed for this position will receive notification regarding the hiring decision within 45 days of their final interview date
• Hiring range for this role is estimated at $45,000 to $50,000 annually (actual compensation will be determined based on the successful candidate's education, experience, knowledge, skills, abilities, internal equity, and market data)