Office Support

Description:

DUTIES AND RESPONSIBILITIES

1. Switchboard Operation

Receives and effectively re-directs incoming telephone calls at the company’s Head Office in a professional polite manner to ensure high standard of customer service and customer satisfaction at all times.

2. Reception and Meeting Facilities

Greets guests and notifies appropriate individuals of their arrival to facilitate meetings, sets-up and maintains meeting facilities, as required; assists with the preparation of meeting facilities prior incl. required equipment, food and beverage service etc.

3. Office Directory

Assists with the maintenance of the office directory to ensure all contact information is up to date, assists random office services and facilities communications, when required.

4. Mail and Courier Services

Collates packets, letters and other business documentation from various departments by making sure they meet company requirements and prepare them for distribution in a timely manner. Co-ordinates through a specific vendor system/platform, all out going courier services including labeling, packaging and assigning. Handles correspondence dealing with vendors and following up with any issues that may arise in a proactive manner ensuring all transactions meet organizational requirements.

5. Office Supplies

Organizes mailroom supplies and maintains sufficient levels as determined to ensure availability of office supplies at all times; tracks stationary supplies in transit from suppliers to ensure timely delivery, follows up on delivery or assortment issues with suppliers, as required.

6. Other Office Support Duties

Liaises with all levels of administration and staff to coordinate and resolve issues related to internal and external administrative matters in a proactive manner.

7. Employee Lounge

Ensure Lounge is supplied with tea/coffee/fruit and kept in orderly condition

Any other job related duties and/or projects that may be assigned.

MINIMUM REQUIREMENTS
 

Skills, Knowledge, Experience and Education

• Good knowledge of MS Office applications

Core Competencies

• Excellent communication skills both written and verbal
• Good organizational and time management skills
• Ability to multi-task under pressure and prioritize
• Professional manners appearance
• Solid Judgement
• Excellent collaboration and teamwork skills

ADDITIONAL REQUIREMENTS

• Previous experience with multi-line telephone stations is an asset
• High School or College Diploma in Office Administration or equivalent experience is an asset