Corporate Service Specialist

Description:

The Corporate Services Specialist plays a key role in delivering exceptional workplace experience by providing seamless, customer-focused support across reception, mailroom operations, and general corporate services. This role ensures employees, visitors, and vendors receive timely assistance, all correspondence and packages are handled efficiently, and office operations run smoothly. The ideal candidate is professional, organized, proactive, and thrives in a fast-paced corporate environment.

About Us

IST Management is a business process outsourcing company. We have over 1,800 employees and have been in business for over 28 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)

Responsibilities

Key Responsibilities for the Corporate Service Specialist includes:

Customer Service/Reception:
 

• Serve as the first point of contact for employees, guests, and external partners, ensuring a professional and welcoming environment
• Manage the visitor sign-in system, issue badges, and coordinate temporary access
• Respond to incoming calls, emails, and inquiries, route messages to appropriate personnel
• Coordinate meeting room bookings and assist with event setup as needed (approval, scheduling, capacity, AV support and event set-up)
• Maintain the reception area to ensure cleanliness, safety, and readiness for guests
• Support onsite events, training sessions, and corporate meetings as needed
   

Mailroom:
 

• Sort, log, and distribute incoming mail, courier deliveries, and interoffice correspondence
• Receive and all log incoming cheques delivered in accordance with the existing inbound cheque process
• Deposit cheques daily or according to established schedules using approved methods of deposit (bank runs or electronic deposit)
• Prepare outgoing mail and packages; arrange courier pickups and track shipments
• Maintain accurate mailroom logs and ensure all packages are delivered promptly
• Oversee mailroom supplies and inventory, including envelopes, labels, and packaging materials
• Manage corporate shipping accounts and liaise with vendors (FedEx, UPS, Purolator, Canada Post, etc.)
• Follow security and confidentiality protocols for sensitive or confidential documents
   

General corporate/facilities assistance:
 

• Assist with facilities-related tasks such as submitting work orders, monitoring common areas, and coordinating maintenance requests
• Support office space coordination, desk assignments, ergonomic requests, and employee moves
• Maintain inventory of office supplies, kitchen supplies, and consumables, and coordinate orders and restocking
• Provide general administrative support to departments as required
• Collaborate with onsite Security, IT, and Facilities teams to ensure smooth daily operations
   

Qualifications

Qualifications:
 

• Strong organizational and communication skills
• Ability to multitask and adapt to interruptions
• Experience in mailroom, reception with 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