Description:
This individual will have a professional demeanor with the ability to work effectively in an autonomous environment. In addition, you will have the ability to exercise tact and discretion when dealing with confidential and sensitive information
Responsibilities
- Greet and welcome internal and external guests at the main reception
- Answer the main phone line and respond to general inquiries from the public
- Present a positive and professional image of the organization to all visitors and callers
- Sign in visitors, provide temporary building passes if required
- Prompt pickup/drop-off, distribution and preparation of incoming and outgoing mail and couriers
- Maintain the daily upkeep/cleanliness of all common areas; reception, meeting rooms, copy areas, supply/storage room, lunchroom and kitchenettes
- Ensure all machines in common areas are functioning and arrange services as required (coffee machines, photocopiers, check-in system, etc.)
- Assist in meeting logistics (calendar bookings, catering, registration, check-in, room set up/clean up)
- Manage office supply inventory (tracking and ordering)
- Manage phone lists and reception manual
- Liaise with building maintenance and external vendors providing office services
- Provide backup administrative support to the administrative team
- Maintain the reception area to ensure it is tidy and professional
- Deliver information to internal and external contacts via email, phone, and in person
- Manage incoming and outgoing mail and packages
- Assist with scheduling appointments for visitors and meeting room bookings
- Various administrative tasks including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries
- Other office duties as assigned
Qualifications
- 1-2 years of related work experience with increasing levels of responsibility
- High school diploma or post-secondary certification in administration from a recognized institution
- Expert in the use of MS Office suites (PowerPoint, Excel, and Word)
- Preferred Qualifications
- High degree of professionalism, excellent communication skills, and the ability to maintain confidentiality
- Exceptional judgement and discretion when dealing with internal and external parties
- Proven organizational, planning and prioritization skills; ability to work in a fast-paced environment and manage tight deadlines
- Excellent communication skills, both written and verbal with the capability to manage information and correspondence on multiple levels
- Strong attention to detail and accuracy, resourceful, able to solve problems and find solutions to meet department needs