About the Role:

TBXI is seeking a proactive, detail-oriented Front Office & Administrative Assistant to join our Thunder Bay team. In this essential role, the Front Office & Administrative Assistant serves as the hub of our front office and a key connection between customers and the TBXI team. Moreover, this role combines exceptional customer service with strong administrative expertise. As a result, our clients receive outstanding support while office operations run smoothly. This position proves ideal for someone who thrives in a fast-paced environment. Furthermore, you will enjoy being the go-to person who keeps processes organized and everything on track.

Role Summary:

As the Front Office & Administrative Assistant, you’ll serve as the first point of contact at our front desk. Initially, you’ll answer phones, greet visitors, and route inquiries. Behind the scenes, you’ll enter and dispatch service calls. In addition, you’ll support warehouse operations, coordinate installations, and assist with a variety of administrative tasks. Consequently, you keep our office operations moving efficiently.

Compensation:

CA$39,000.00-CA$43,000.00 per year

Key Duties:

• Front Desk & Phones: Firstly, answer and professionally route incoming calls. Subsequently, greet visitors and vendors. Furthermore, ensure messages and requests reach the appropriate team quickly.
• Service Calls & Dispatch: Enter service calls, create and route tickets. In addition, provide timely updates to customers as needed.
• Installation Coordination: Schedule and confirm installation appointments. Furthermore, communicate with technicians and delivery teams. As a result, ensure smooth execution and customer satisfaction.
• Inventory Controls: Coordinate the release of parts and supplies from locked inventory. In doing so, follow company procedures accordingly.
• Shipping & Receiving Support: Assist with check-ins, packing slips, labeling, and courier handoffs. Additionally, handle basic inventory movements. Moreover, match received goods to purchase orders/tickets and flag discrepancies.
• Cross-Team Administrative Support: Help with forms, document prep, filing, and data entry. In addition, provide additional admin support during peak periods or staff vacations.
• General Office Support: Assist with day-to-day office tasks and special projects as they arise.

Qualifications:

• Administrative Expertise: Previous experience in a front-office, reception, dispatch, or customer service role with strong multitasking capabilities.
• Communication Skills: Confident and professional phone etiquette; ability to communicate clearly and effectively with customers, vendors, and internal teams.
• Technical Proficiency: Comfortable using Microsoft 365 (Outlook, Teams, SharePoint, Excel) and able to quickly learn internal systems and ERP platforms
• Phone System Knowledge: Familiarity with multi-line phone systems; ability to manage call routing and voicemail effectively.
• Organizational Strength: Exceptional attention to detail, time management, and prioritization skills; proven ability to handle multiple tasks in a fast-paced environment.
• Problem-Solving Ability: Resourceful and proactive in addressing customer inquiries, and supporting operational workflows.
• Team Collaboration: Works well with cross-functional teams, demonstrating flexibility and a positive attitude during peak periods or when assisting other departments.
• Professionalism: Reliable, punctual, and committed to delivering a high standard of customer service and operational support
• Time Management: Excellent time management skills with the ability to prioritize tasks effectively in a busy environment.

Benefits

• Dental care
• Extended health care
• Life insurance
• Paid time off
• RRSP match

Work Location: In Person

About TBXI

TBXI (Thunder Bay Xerographix Inc.) stands as Northwestern Ontario’s trusted leader in business technology solutions. From printer sales and service to IT support, we help organizations work smarter. Furthermore, we provide cybersecurity and cloud hosting solutions more efficiently. Our team remains passionate about delivering exceptional service. As a result, we build lasting relationships with the clients we serve.

Why Should You Join Us?

Join us as a Front Office & Administrative Assistant to be the welcoming face of our organization. In this role, you ensure seamless operational flow. Moreover, your proactive attitude will drive efficiency and enhance customer satisfaction. Furthermore, you contribute to our vibrant workplace culture. We value your expertise in office administration and communication skills. In addition, we appreciate your dedication to excellence. Come be part of our energetic team!