Description:
The Receptionist & Administrative Support position is a key role within our organization, responsible for managing front desk operations and providing essential administrative assistance to various departments. This position serves as the first point of contact for visitors, donors and grantees, ensuring a positive, professional and customer focused experience.
Key Roles & Responsibilities
Reception:
- Act as the primary point of contact for inquiries (in-person, email, telephone), providing assistance and information in a friendly and professional manner.
- Warmly greet visitors as they arrive at the office; notify the person they are meeting of their arrival and/or direct them to the appropriate meeting room.
- Answer incoming calls promptly and courteously, transferring calls to the appropriate individuals or taking messages as needed.
- Manage incoming and outgoing mail, packages, and deliveries, distributing them to the relevant recipients.
Office Administration:
- Performing opening and closing office procedures.
- Support office operations by ordering and maintaining inventory of office supplies.
- Liaise with our property manager to obtain services for general house/equipment repair, maintenance & cleaning.
- Manage the corporate telephone system such as changing voicemail notifications, adding/changing staff extensions, troubleshooting and arranging for repair/service as needed.
- Manage printer/photocopier maintenance and repair/service.
- Administer parking enforcement program.
- Assist with preparing/clean-up of meeting rooms.
- Collaborate with other staff to develop/maintain various ECF document templates and streamline administrative processes.
Administrative Support:
- Assist with processing of invoices including entering/managing vendor profiles and invoices/expense reports; reviewing invoices for accuracy and distributing for appropriate approval.
- Assist with processing/receipting of donations.
- Recording and distributing minutes for assigned committees.
- Provide administrative assistance to various departments, including data entry, filing, copying, scanning, and organizing documents, as needed.
- Assist in the preparation of correspondence, reports, presentations, and other materials.
- Schedule appointments, meetings, and conference rooms, coordinating logistics and sending reminders.
- Making arrangements for catering as needed.
The Ideal Candidate
As the ideal candidate, you will possess the following qualifications:
- A related diploma in office administration, business or a related field combined with a minimum of 1-3 years directly related administrative support experience in a multi-person office; equivalent combinations of related education and work experience will be considered.
- High degree of service orientation combined with the ability to communicate and interact professionally with a diverse range of people.
- Excellent skill and proficiency with desktop applications (e.g. Outlook, Word Excel, Sharepoint).
- Experience utilizing and/or administering customer relationship management (CRM) applications and databases (eg. Salesforce, Sage Intacct).
- Strong ability to multitask, prioritize, and complete your work in an efficient and timely manner.