Executive Receptionist

Position: Receptionist
Location: Vaughan, Ontario
Employment Type: Full-Time, Permanent
Vacancy Status: This Posting is for an Existing Vacancy

Compensation: $22.00 Hourly/40 Hours per week

One State is the power of unity – one team, creating what’s next, together.

About Us

Founded in 2007, State has quickly established itself as one of the fastest growing construction and manufacturing companies in Canada. Guided by our “One State” methodology, a unified approach that emphasizes collaboration, innovation and excellence, we are committed to becoming North America’s most sought-after provider of full envelope façade solutions. Our innovative product line includes high-performance glass window walls, Uni-Wall systems, curtain walls, cladding, window inserts and balcony railing systems each tailored for high-rise condominium projects. We are honored to have been recognized as one of Canada’s Best Managed Companies for the last 5 years.

We are seeking enthusiastic individuals who want to thrive in a rapidly growing organization with an inclusive and engaging culture. A career at State means joining a team dedicated to making a meaningful impact—transforming city skylines with innovation and quality, one project at a time.

Our talented and dedicated team is driven by our core values:

• Empowered by Innovation
• We Make It Happen
• One Team
• Brutally Honest

We take immense pride in our work, our people, and our unwavering commitment to excellence.

About The Role

Reporting directly to the Executive Administrative Assistant and indirectly to the CAO. The Receptionist serves as the first point of contact for visitors, clients and employees. This role is responsible for professionally managing incoming calls, greeting and assisting guests, receiving and recording documents and deliveries, and maintaining a welcoming, organized, and professional reception area. The Receptionist supports the smooth day-to-day operation of the front office and provides administrative assistance as required.

Duties are responsibilities include but are not limited to the following:

• Professionally answer, screen and promptly route incoming calls, ensuring messages are accurately relayed to the appropriate individuals;
• Provide callers with accurate and timely information while maintaining a high standard of customer service;
• Maintain comprehensive knowledge of the company website;
• Greet and direct clients upon arrival (offer coffee/water) and monitor all visitors;
• Maintain security awareness;
• Receive and sort mail and deliveries;
• Schedule and track couriers (prepare transmittals if required) and obtain signatures, along with ZAP Courier, FedEx, Purolator, and UPS;
• Assist the Accounting Department in the handling of invoices and invoice approvals;
• Collect receipts, sort, and reconcile visa statements and provide to Accounting via SAP Concur
• Perform administrative functions within the corporate Uber platform, including user account management, trip monitoring, reporting and other dashboard-related tasks;
• Sort through cheques and sign off that they have been mailed or picked up;
• Maintain calendar for boardrooms/collaboration rooms and address any conflicts as they arise;
• Coordinate catering if required for boardroom set up for meetings upon notification;
• Arrange for weekly breakfast order, quarterly birthday celebrations, and monthly popcorn day;
• Assist HR Department and CAO with corporate events;
• Maintain inventory and place orders for office items including stationery, lunchroom, and marketing supplies;
• Assist fleet administrator with fleet-related tasks;
• Ensure the shredding company maintains boxes to prevent overflowing;
• Maintain and update the company directory;
• Review Bell Mobility invoices on a monthly basis to check staff roaming charges;
• Work with Iron Mountain for box storage/recall;
• Assist CAO with ordering of new office desks/chairs and other items as required;
• Ensure TV monitors are on upon arrive and closed before leaving daily;
• Responsible for daily opening and closing procedures of the reception area;
• At times required to complete tasks for the Executive Team; and
• General/administrative support under direction of the Executive Administrative Assistant/CAO

Requirements & Qualifications

Education

• Bachelor's Degree or Diploma in Business Administration is preferred.

Years of Experience

• Minimum 1 year in reception/administrative support.

Work Location

• In-Office, Monday to Friday
• Hours: 8:30am-5:00pm
• May require driving company/personal vehicle when picking up food for meetings or other work-related events;
• Required to wear PPE in the plant; and
• Flexible working overtime as required

Why State?

Comprehensive Benefits: Enjoy dental, medical, and paramedical coverage, plus reimbursement for prescription eyewear and safety footwear every two years.

Generous Time Off: Benefit from 3 weeks vacation, 6 personal days, and birthday off!

Performance Evaluation: We prioritize ongoing feedback and development through structured bi-annual performance reviews and ongoing check ins with your direct supervisor/manager.

Training: We provide custom onboarding training plans designed for each role to assist you with being set up for success.

Have Fun and Learn: Join in on our fun staff social events and attend company wide townhalls that provide ongoing updates and enjoy our vibrant workplace culture.

Insurance & Savings: Access discounted rates for group home and auto insurance and participate in our RRSP program.

Wellness Focus: Stay active with a discounted corporate membership to Goodlife Fitness. Enjoy summer office hours and a wellness program that provides confidential support for employees and their families covering mental health, wellness, childcare services and more.

Technology: We leverage state-of-the-art technology to drive precision, efficiency, and innovation across every project.

Social Responsibility & Diversity, Equity, Inclusion & Belonging Programs: We foster an inclusive workplace where everyone feels valued and supported. Our State Women’s Empowerment Group (SWEG) seeks to support women in our organization through mentorship and confidence building. Additionally, through the State Education Benefit, State employees can apply for a recognition award upon submitting their child’s report card.

Sustainability: Our commitment is demonstrated through initiatives like maintaining beehives on our premises and our active ESG committee.

Office: Our open office concept fosters collaboration and creativity across all teams. Designed to encourage seamless communication and cross-functional synergy, our modern workspace reflects our commitment to innovation and unity.

Eligibility

Must be legally entitled to work in Canada and able to commute daily to the office.

AODA

At State we are dedicated to fostering diversity, equity, inclusion and belonging in the workplace. We encourage and welcome applications from all individuals. Accommodations are available upon request for all stages of the hiring process.

AI

We use Artificial Intelligence (AI) tools to screen, assess or select candidates as part of our hiring process.

How to Apply

Please apply directly through our website at State Job Postings

Our recruitment process may include the following stages, depending on the role:

• Pre-Screen Phone Interview
• In-Person Interview
• Technical Software Assessment (if applicable to the role)
• Driver's Abstract Clearance (if applicable to the role)

We thank all applicants for their interest in exploring employment opportunities with State. However, only qualified candidates will be contacted.