POSITION SUMMARY:
The Receptionist/Administrative Assistant, under the direction of the Sales Manager, will primarily act as a first point of contact and provide general information to staff, clients, and the public. This position will be responsible to prepare, review, and/or edit various forms of correspondence, manage, and administer inbound and outbound mail. The
Receptionist/ Administrative Assistant must have the ability to adapt to new technology.
Must be able to deal with all people sensitively, tactfully, diplomatically, and professionally at all times.
DUTIES & RESPONSIBILITIES:
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions.
- Answer telephone and electronic inquiries and relay telephone calls and messages
- Maintain a professional appearance, demeanor, and attitude at all times.
- Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders.
- Maintain and ensure confidentiality with all clients and all departmental files.
- Maintain the reception, coffee and copy areas in a tidy and presentable manner.
- Provide administrative support to Senior Management and Owners.
- Perform data entry into various databases.
- Perform basic bookkeeping functions.
- Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports.
- Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence.
- Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events, maintain board room calendars.
- Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers.
- Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
- Photocopy and organize documents for distribution, mailing, binding, and filing.
- Accurately and appropriately file correspondence, invoices, and receipts.
- Backup to the Sales team when needed.
- Document process flows by creating SOP for review and approval by the Sales Manager and/or General Manager.
- Participate in team meetings and training as required by the Sales Manager and/or General Manager.
- All other duties as required by the Sales Manager and/or General Manager.
REQUIREMENTS:
- High school diploma, GED, or equivalent.
- High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
- Superior telephone manners and strong interpersonal skills.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
- Ability to prioritize and manage conflicting demands.
- Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.
- High level of integrity and work ethic.
- Ability to remain calm and poised in urgent situations.
- Proficiency in database applications and administration systems.
- Meticulous records maintenance skills.
- Demonstrated time management skills.
- Ability to write and format moderately complex correspondence, including memos and letters.
- Ability to maintain filing systems, databases, and basic diary/minutes management.
- Commitment to Health and Safety and abiding by all MOL, ESA, AODA, OHRC, and
OHSA requirements and other applicable federal or provincial legislation.
COMPETENCIES:
Teamwork Results Orientated Problem Solving
Continuous Improvement Commitment to Health and Safety Adaptability
Attention to Detail Client/Customer Focus Professionalism
Time Management Communication Skills
WORKING CONDITIONS:
- Operation of desktop computer and peripherals.
- Extended periods of sitting.
- Interaction with employees, management, and the public at large.
- Working in a busy office environment with frequent interruptions.
- Occasional overtime.
Job Type: Full-time
Pay: $19.00-$23.00 per hour
Benefits:
- Company events
- Dental care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Flexible language requirement:
Application question(s):
- What would your current employer describe as your best quality and how does it pertain to this role?
Education:
- Secondary School (required)
Experience:
- Reception: 1 year (preferred)
- administrative support: 1 year (preferred)
Work Location: In person
