Receptionist

JOB SUMMARY

The Receptionist is responsible for coordinating the daily administrative operations of the office. This role involves providing support to employees with office services, handling office supplies and equipment, and ensuring smooth Facilities operations. The Receptionist plays a key role in maintaining an organized and efficient work environment.

JOB DETAILS

Accountabilities

Guest Interaction:

1. Fulfilling frontline reception duties, including email correspondence, main phone lines, and guest/visitor assistance, ensuring a positive experience for all.
2. Supporting staff and visitors, including visitor management system processes and procedures.
3. Maintaining the tidiness, security, and organized appearance of the Reception area.

Office Operations:

1. Overseeing the office on a daily basis to ensure a clean, organized, and efficient environment.
2. Maintaining kitchen and dining room supplies, including loading and unloading dishwasher, and stocking vending machine and beverage fridge.
3. Maintaining the office supplies inventory, including ordering and restocking as needed.
4. Coordinating supply and repair services with external vendors.
5. Assisting with facilities operations, including liaising with property management and external vendors.
6. In partnership with Security team, coordinating temporary access for staff, vendors, and guests per company policies and procedures.

Administrative Support:

1. Preparing and processing documents, reports, and correspondence.
2. Handling incoming and outgoing mail, including working with couriers to send and receive materials.
3. Providing support and coverage for Executive Assistants as needed.
4. Supporting various departments with administrative tasks as appropriate.
5. Assisting with data entry, filing, and record-keeping.

Meeting and Event Coordination:

1. Preparing meeting agendas, taking minutes, and following up on action items as needed.
2. Arranging catering, equipment, and other logistics for events and meetings.

Collaboration and Support:

1. Assisting with facilities orientation for new employees.
2. Assisting the Controller’s Group with accurate financial record-keeping of office-related costs.
3. Coordinating petty cash supply and deposits with the Billing team.

Health and Safety:

1. Ensuring compliance with health and safety regulations and company policies.
2. Assisting with adherence to emergency procedures, including safety drills.

KNOWLEDGE AND SKILL REQUIREMENTS

Level of Education

1. High school diploma required; degree or certificate in administrative studies preferred.

Job Related Experience

1. Prior experience in reception and office support roles

Skills and Background

1. Proficiency in MS Office and office hardware (e.g. phone systems/ switchboards, printing systems) and software (e.g. Slack, Zoom).
2. Capacity to remain organized and adaptable, with the ability to multi-task various administrative tasks and responsibilities effectively.
3. Strong attention to detail and ability to learn.
4. Professional demeanor and strong customer service skills, with a focus on providing a positive experience for visitors.
5. High level of integrity and ethical standards in maintaining confidentiality and handling sensitive information.
6. French-language proficiency an asset.

COMMUNICATIONS

Excellent verbal and written communication skills, with the ability to interact professionally with staff, clients, and vendors.

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