We are seeking our next new team member at IST Management in Toronto! The Mailroom and Facility Specialist will primarily be responsible for providing a variety of Corporate Mailroom and Support Services, to include receiving insurance and other checks, processing checks by creating logs in Excel and delivering to Accounting the same day, preferably by 11:00am. The Office Specialist is additionally responsible for providing backup reception duties as needed. Ideal candidates will have prior customer service or related experience, possess a customer service and professional mindset, are willing to train, and are ready to grow in their office services career!

About Us

IST Management is a business process outsourcing company. We have over 1,800 employees and have been in business for over 25 years with operations in over 38 cities across the U.S. We provide a range of services geared toward litigation and corporate office support including e-Discovery services such as processing, hosting, court reporting, collections/forensics, managed review, and managed services. IST Management is a Relativity Certified Provider. We also provide a full range of facilities management and office services.

We’ve been recognized as one of the fastest-growing companies in the U.S. as a winner of the Nation’s Best & Brightest Companies to Work For, as well as the HR Professional Excellence Award from the Society for Human Resource Management. We are proud to belong to the Military Spouse Employment Partnership through our nation’s Department of Defense and have committed to Hiring Our Heroes’ mission to hire 100,000 active and former service members in 2021. IST Management has also been included in the INC 5000 list!

Check out istmanagement.com for more info on us!

Compensation: Direct hire, salaried position, $35,000.00-37,000.00 CAD per year (DOE)

Schedule: Monday-Friday, 8am-5pm (weekends upon request)

Job Requirements:

• Mailroom, Reception and Administrative Operations
• Receive, log, and deliver incoming mail and packages using IST’s tracking system; Process outgoing mail: weigh, meter, and prepare for Canada Post/FedEx
• Log and submit cheques to accounting daily; Maintain certified mail logs, discrepancy logs, and postage reports
• Order and manage office supplies; Maintain employee database and mail distribution & dispatched; Ensure same-day processing and delivery of all mails
• Greet and assist visitors and employees with professionalism and courtesy
• Manage phone lines and direct calls appropriately; Maintain visitor logs and security access (Lenel system)
• Keep the reception area organized and presentable; Provide reports on call volumes and visitor traffic
• Manage all internal software used in performing tasks
• Create and revise SOPs for new or updated processes; Complete IST training modules
• Coordinate work orders with facilities team and ensure all work orders are tracked
• Act as an admin support to Corporate Services via E-mail and chat; Act as backup for Reception and Supervisor roles when needed
• Communicate to the Corporate Service Manager as needed
  

Qualifications:

• Strong organizational and communication skills
• Ability to multitask and adapt to interruptions
• Experience in mailroom, reception, or administrative support preferred
• Moderate skill level in Microsoft Outlook, Word and Excel
• Friendly, professional demeanor with a customer service mindset
• High school diploma or equivalent 
• Professional appearance and demeanor; Excellent communication skills both verbal and written
• Ability to effectively work individually or in a team environment
• Competency in performing multiple functional tasks
• Ability to meet employer's attendance policy
• A valid driver's license and/or access to reliable transportation to and from work
• Legal authorization to work for any employer in Canada
• Strong attention to detail and date input

Physical Requirements:

• Walking for extended periods of time
• Standing for extended periods of time
• Typing on a keyboard
• Must be able to lift and carry weights up to 50 lbs
• Reaching, stooping and bending

Working Conditions:

• Typical for an office environment.
• May be exposed to loud noises emanating from duplication equipment.
• May be exposed to temperature variations and vehicle emissions in loading dock environments

IST Management provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please let us know by informing our Talent Acquisition team at tamteam@istmanagement.com.

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

IST is an Equal Opportunity Employer (EOE). We are committed to providing equal employment opportunities to all qualified applicants, regardless of disability or veteran status.