Description:
Under the direction of the Manager, Operations, the Receptionist is responsible for operating a telephone system, routing calls, greeting visitors, ensuring the meeting rooms are ready for meetings and providing assistance and support to guests of the Institute.
Primary responsibilities:
- Receive and direct incoming telephone calls for the staff members, elected officials and other visitors including taking of messages and answering general inquiries.
- Receive and direct visitors to appropriate staff members, elected officials, and other visitors.
- Act as back-up resource for the booking of Conference Centre meeting rooms, including any required arrangements for catering, video conferencing, teleconferencing and interpretation services.
- Post meeting notices and configure meeting rooms, tables, and chairs in accordance with meeting requirements. Ensure that meeting and kitchen facilities are tidy before and after meetings.
- Supervise the caterer's delivery of meals and snacks and report any discrepancies and deficiencies in quality.
- Ensure set up various pieces of technical equipment such as teleconference pod, screens, etc. are in accordance with meeting specifications, and liaise with Informatics to request last minute or any technical assistance or set up issues.
- Perform bi-weekly inventory of all stock to meet requirements and provide a list of other needed supplies
- Receive and verify deliveries of stock from wholesalers for the conference center, making adjustments on invoices and/or indicating any discrepancies.
- Operate various pieces of office and kitchen equipment.
- Place calls for taxis as required.