Receptionist/Office Services Coordinator

at  bioStrategies Group

ABOUT CHARLES RIVER ASSOCIATES

Charles River Associates is a leading global consulting firm that provides economic, financial, and business management expertise to major law firms, corporations and governments around the world. CRA advises clients on economic and financial matters pertaining to litigation and regulatory proceedings, and guides corporations through critical business strategy and performance-related issues. For nearly 60 years, clients have engaged CRA for its combination of industry experience and rigorous, fact-based analysis that provide clients with clear, implementable solutions to complex business concerns.

POSITION OVERVIEW

The Receptionist / Office Services Coordinator is responsible for providing excellent front desk customer service, managing administrative tasks, and supporting the overall operations of the office. This position is required to be onsite in our Toronto office five days a week. This role ensures smooth day-to-day office functions while also assisting various departments with tasks related to employee support, office services, and executive assistance.

DESIRED QUALIFICATIONS:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Previous experience in a receptionist or administrative role preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.
• Strong communication, interpersonal, multitasking, and organizational skills.
• Ability to work in a fast-paced environment with attention to detail.

• Reception Duties:
• Greet and assist visitors, clients, and employees in a professional and welcoming manner.
• Answer and direct phone calls to the appropriate staff.
• Manage incoming and outgoing mail, courier services, and packages.
• Coordinate meetings, including room bookings, catering, and any required audiovisual setup.
• Office Services Coordination:
• Maintain office supplies and inventory, placing orders as needed for both kitchen and office areas.
• Ensure the kitchen is clean, well-stocked, and orderly, including operating and managing dishwashers.
• Assist with onboarding new employees by providing office tours and setting up workstations.
• Oversee office bookings and maintain room availability for meetings and events.
• Administrative Support:
• Handle New Matter Requests (NMRs), manage expenses, assist with travel bookings, and process invoices.
• Provide support with consultant invoicing and labor details.
• Perform clerical duties, such as redirecting cheques to lockbox, checking the PO box, and relaying invoices to Accounts Payable.
• Manage ChromeRiver expenses for executives.
• Arrange dinner reservations and provide invoicing assistance for specific teams.
• Assist in travel arrangements, preclearance, and office setup for Vice Presidents and visitors.
• Fill in for other Executive Assistants as needed.
• Customer Service:
• Respond to inquiries from staff and visitors, providing information or directing them to the right resources.
• Handle any issues or complaints promptly and professionally.