Receptionist

Overview
The Administrative Receptionist plays a key role in the smooth operation of the office, handling a range of administrative duties. Responsibilities include answering phones, managing mail, and client relations, as well as assisting with daily office tasks. Additionally, they provide administrative support to partners when needed, ensuring all tasks are completed efficiently.

Responsibilities

Administrative Functions:

• Answer telephones, transfer calls, and relay messages to those working out of the office.
• Handle incoming mail, distribute mail in staff mailboxes, and manage stamping and delivery of outgoing mail to the post office.
• Redirect incoming faxes.
• Prepare courier slips for shipping, scan and file courier slips for all outgoing packages and client documents.
• Process payments and email receipts to clients or send via post.
• Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance, and security services.

Client Relations:

• Receive client documents that are dropped off in person.
• Pick up or drop off minute books or arrange for courier.
• Provide customer service/client relations.

Office Management and Event Planning:

• Manage boardrooms, ensuring they are arranged, stocked with supplies, drinks, and available for meetings.
• Support and manage office equipment and supply needs.
• Complete correspondence for managers as required.
• Schedule meetings for staff.
• Perform mail runs as required.

Requirements

Experience:

Previous experience in a receptionist, administrative or customer service role is preferred.

Education/Certifications

• High school diploma or equivalent.
• Post secondary education is an asset.

Technical Skills:

• Proficiency in MS Office (Word, Excel, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to handle confidential information with discretion.

Job Types: Part-time, Permanent

Expected hours: 25 – 30 per week

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Work Location: In person