Office Receptionist/administrator

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 work flow 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