Reception and Office Coordinator

Greybrook Realty Partners

Greybrook is a leading Toronto-based private equity firm with a core focus on real estate development. We have invested equity in over 110 residential and commercial real estate projects with an estimated completion value exceeding $40 billion. We actively manage investments in collaboration with our top tier developer partners on behalf of individual and institutional investors in 30+ countries globally. Additionally, with roots in health care, Greybrook has pioneered and invested its proprietary capital in several commercial-stage healthcare and healthcare service related businesses, acting as a catalyst for long-term growth.

Overview of Position

The Reception and Office Administrator is a highly visible and impactful position, serving as the first point of contact for visitors, clients, and team members. This individual reports to the Human Resources Director and plays a key role in representing the company in a professional, warm, and knowledgeable manner.

Beyond front-desk responsibilities, this role supports a wide range of administrative tasks and collaborates closely with various departments, including Facilities, Operations, Human Resources, and Executive Administration. This is a dynamic, cross-functional position that helps drive operational excellence and supports a strong internal culture.

A portion of the role also includes providing executive assistant support to select executives and acting as backup for other Executive Assistants during absences or peak periods.

• Greet and welcome visitors in person and over the phone; respond to or refer inquiries, take messages, transfer calls, and offer refreshments as needed.
• Receive and sort mail and deliveries.
• Manage meeting logistics, including booking boardrooms, organizing calendar invites, arranging catering, and supporting tech setup.
• Manage weekly inventory of office and pantry supplies.
• Oversee office cleanliness by coordinating with and providing direction to cleaning staff.
• Liaise with external vendors for facility-related services and office maintenance.
• Act as main executive support for designated executives and support Executive Assistants during absences or peak periods.
• Support onboarding and offboarding processes by managing access cards, updating directories, and coordinating logistics.
• Perform general administrative tasks including filing, photocopying, scanning, labeling, and preparing correspondence.
• Assemble accurate and time-sensitive documentation packages, project offering, or subscription packages for senior management as needed.
• Review incoming compliance documents for accuracy.
• Act as a member of the Joint Health and Safety Committee (JHSC), serving as a bridge between health and safety obligations and facilities-related responsibilities to ensure compliance, awareness, and a safe work environment.
• Take on additional responsibilities as required.

• Previous experience in a receptionist or administrative support role.
• Post-secondary education.
• Proficient in Microsoft Office Word, Excel and Outlook.
• Strong attention to detail and a high level of accuracy in data entry.
• Professional demeanor with excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Comfortable working independently while demonstrating a proactive, team-oriented mindset.
• Familiarity with Salesforce is considered an asset, though not required.

We are committed to hiring the most qualified candidates while fostering a diverse, equitable, and inclusive workplace. We welcome applicants of all backgrounds and ensure equal consideration for employment, regardless of gender, ethnicity, origin, sexual orientation, disability, or socioeconomic status.

If you require any accommodations during the recruitment and selection process, please let us know. We will make every effort to provide a seamless and accessible experience.