Description:
The Office Receptionist/Administrator will be responsible for providing receptionist and office
administration support. They will provide front-line customer service at our Head Office and
support various departments in the organization of administration duties. The successful
candidate will be an energetic, positive and organized administrative professional.
Job Responsibilities:
- Provides positive front-line receptionist support at our Head Office in downtown Halifax
- Answers a multi-line telephone system with a strong focus on customer service and
ensures appropriate distribution of calls
- Scanning, photocopying, filing, and faxing
- Types and formats letters and reports
- Ensures office supplies are stocked, ordering new items as needed
- Coordinates cellphone and business card setup for new employees
- Conducts data entry and administrative duties
- Ensures the confidentiality of files and possesses the highest level of personal integrity
- Recommends improvements in workflow and procedures within administration
- Helps maintain administrative support systems and procedures for the office
- Prepares correspondence and documents, ensuring compliance
- Review and professionally respond to email inquiries
- Order stationary once approved, and unpack and distribute as they are received
- Electronically file invoices in an organized manner
- Accurately track Queen’s Marque (QM) amenities
- Coordinate and arrange for courier deliveries
- Receive, sort and distribute incoming mail
- Distribute, track and file purchase orders (PO’s)
- Assist in managing Outlook calendars including two main office boardrooms
- Support monthly reconciliation of Bell Mobility invoicing
- Setup new phone lines and extensions for new employees along with setup the dial by
name programming the company phone system
- Ensure office space is clean and tidy including kitchen facilities, boardrooms and
common space areas
- Assist with distributing communications across the organization
- Assist with other administration duties as required
Job Qualifications and Experience:
- Previous reception and administrative support is an asset
- Ability to be versatile and flexible between various departments
- Exceptional ability to multitask and adapt to changing priorities
- Highly proficient in the use of Microsoft Office products
- Excellent verbal and written communication skills
- Excellent organizational, time management and interpersonal skills
- Can work independently with minimum supervision
- Must be able to maintain confidentiality of sensitive corporate and personal information