Receptionist/Office Assistant

New Chelsea Society - Burnaby, BC (il y a 30+ jours)

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As the receptionist/ office assistant, you will be the first impression and first point of contact for our organization. You will be expected to maintain a positive, polite, pleasant and professional image as an ambassador of our organization. You will welcome guests and greet people who visit the office. You will also coordinate front desk activities, including distributing correspondence, ordering supplies, receiving phone calls (and fax messages) through the organization’s main extension, redirecting phone calls, and providing administrative support across the organization. This position is responsible for attending to visitors, and supplying information regarding the organization to the general public, clients, and customers on the phone, via emails and in person in a helpful and respectful manner. This position is also responsible for assisting the administration department in all areas.

ESSENTIAL DUTIES AS REQUIRED:

Receive visitors at the front desk by greeting, welcoming, directing and announcing them appropriately

Answer, screen and forward incoming phone calls to head office staff or to their voice mail, and address enquiries

Receive, sort, and distribute daily mail / fax messages / deliveries

Prepare and manage outgoing mail and timely drop off to the mailbox

Track and order office, kitchen and stationary supplies

Ensure reception area, tenant sign up room, file room, and stationary room are kept tidy and presentable

Ensure the kitchen and fridge are kept tidy and presentable and the dish washer is loaded and unloaded

Perform general clerical and administrative duties such as filing and photocopying

Prepare inspection letters and forms for all the properties

Monitor visitor access and maintain security awareness and report concerns immediately

Track boardroom bookings

Ensure coffee / catering supplies and food are set up in advance for meetings; or regularly made in the kitchen

Monitor and maintain office equipment and maintain relevant supplier contacts and follow ups

Assist with setting up for meetings and workshops (catering; technology set up, etc)

Other duties as required or assigned

Willing to receive additional training & attend workshops

This job requires a great deal of sitting at the front desk in the Reception area typing at a computer and answering the phone. It also requires some standing and walking to different areas of the office throughout the day. The position requires occasional lifting and moving of office supplies and boxes (up to approximately 40 pounds). Other frequent activities are typing and answering the telephone.

MINIMUM REQUIREMENTS

High School Diploma or Degree in Administration or equivalent work experience

Prior experience as a Receptionist or in a related field

Personable, professional, helpful and maintains a consistent manner

Excellent written and verbal communication skills

Able to calmly, politely, and professionally deal with clients or callers who may be upset or angry about something

Patience, good time management and organizational skills and ability to work under pressure

Able to exercise sound judgement in safeguarding confidential or sensitive information

Able to multi task and prioritize work

Able to contribute positively as part of a team, helping out with various tasks as required.

Experience working with seniors, family and subsidized social housing would be an asset

Competent in Microsoft applications including word, excel and outlook as well as client and property management software

Experience with client and property management software would be an asset

Job Type: Full-time