Business Center Support Team Associate - Toronto
Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private, and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems.
To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way.
Job Summary
We are seeking a highly organized and service-oriented professional to join the Business Centre Support team and provide day-to-day administrative and operational support to the Vialto Partners Immigration Law team.
This role is 100% on-site at the Vialto Partners Toronto office located at:
100 King Street West, Suite 4510, Toronto, ON M5X 1A9
Key Responsibilities
- Welcome guests and visitors at reception and notify the appropriate staff members (part-time reception coverage).
- Serve as a professional representative of the Vialto Partners brand while managing reception duties.
- Receive, sort, and distribute incoming mail.
- Coordinate outgoing mail and courier shipments, including daily interaction with carrier drivers.
- Process incoming physical mail, including logging, tracking, and electronic scanning.
- Prepare courier shipments by creating waybills, managing Canada Post and Pitney Bowes mailings, tracking packages, and liaising with vendors to resolve shipment delays or delivery issues.
- Print, assemble, and photocopy immigration applications, including operating large industrial printers and updating information within case management and data management systems.
- Provide document management support for both electronic and physical records.
- Monitor and replenish printer supplies.
- Monitor printer functionality and coordinate vendor service and repairs as required.
- Liaise with external vendors, including FedEx, UPS, Canada Post, local courier services, Xerox, and Staples.
- Coordinate daily support activities with the internal Operational Support team.
- Monitor and replenish printer, courier, office, and kitchen supplies while maintaining inventory levels.
- Coordinate with vendors regarding office supply orders, kitchen supply replenishment, and coffee machine maintenance or repairs.
- Assist with the distribution and deactivation of First Canadian Place (FCP) access cards for onboarding and offboarding employees.
- Submit facility maintenance requests through the FCP management system.
- Monitor workstation technology assets to ensure equipment is accounted for and functioning properly, maintaining records within a master tracking spreadsheet.
- Support additional administrative tasks and special projects as assigned.
Qualifications & Experience
- Previous experience in a business support, administrative services, mailroom, document management, printing services, or similar support role within a fast-paced, high-volume environment.
- Experience operating large industrial printers is preferred.
- Demonstrated ability to follow established processes and procedures accurately and safely.
- Proficiency with Microsoft Office applications is considered an asset.
Key Competencies
- Positive, proactive, and customer-focused attitude with a strong commitment to service excellence.
- Excellent interpersonal, communication, and relationship-building skills.
- Strong work ethic with the ability to handle confidential information professionally and discreetly.
- Exceptional organizational skills, attention to detail, and ability to effectively prioritize competing demands.
- Ability to adapt quickly in a dynamic and evolving work environment.
- Strong follow-through, sound judgment, and accountability in completing assigned responsibilities.
Communication & Interpersonal Skills
- Communicates clearly, professionally, and effectively with internal and external stakeholders.
- Demonstrates excellent discretion and professionalism when handling sensitive or confidential information.
- Works collaboratively across teams and builds positive working relationships.
Problem Solving & Decision Making
- Demonstrates sound judgment and strong problem-solving skills, including a proactive approach to supporting staff and clients at all levels.
- Exercises flexibility and adaptability when responding to changing priorities and operational needs.
- Follows established guidelines, procedures, and best practices, escalating complex or non-routine issues to the Team Lead or Manager as appropriate.
Additional Information
- Employment Type: Regular / Full Time
- Office Location: First Canadian Place
100 King Street West, Suite 4510
Toronto, ON M5X 1A9
- Work Arrangement: In-office, 5 days per week.
- Compensation Range: CAD $50,000 - $60,000
Individual salaries are determined based on education, experience, qualifications, market alignment, and other job-related factors.
We are an equal opportunity employer and do not discriminate based on any legally protected status.
Please note that artificial intelligence (AI) may be used as part of the application process.
Life at Vialto
At Vialto, we believe our best work happens when people collaborate in a culture of belonging, respect, and inclusion. We encourage employees to bring their authentic selves, share their unique talents and expertise, and make a positive impact on the clients and communities we serve.
By joining Vialto, you will contribute to a team that values operational excellence, collaboration, innovation, and exceptional client service while supporting a growing global business.
