Receptionist

Jobinhalt

Position Overview

The Receptionist plays a pivotal role in ensuring Beedie’s customer service to both internal and external customers and general administrative support are at the highest level of quality. You are a customer service guru who thrives in a fast-paced environment.

Primary responsibilities include ownership of reception, cultivating vendor relationships and providing exceptional client service. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

Key Responsibilities

Reception

• Welcome visitors in-person or on the telephone; answering/referring inquiries, guiding them to the appropriate meeting rooms, offering refreshments as needed
• Opening/closing duties of the office
• Maintain the reception in a tidy and presentable manner
• Manage a multi-line switchboard and direct callers as appropriate
• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, internal employees, and other parties
• Refer inquiries to appropriate individuals, divisions, or departments across the organization
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence such as faxes

Administration

• Arrange and book meetings as requested
• Coordination and cataloguing of files stored off-site (Iron Mountain)
• Assist with organizing catered lunches
• Maintain office stationery, washrooms, and kitchen supplies
• Distribution of weekly office snacks; sourcing cost effective options and ordering as required
• Daily servicing of coffee machines; troubleshooting as required
• Ensure cleanliness and professionalism of office environment, including boardroom, lunchroom and kitchen maintenance
• Maintain parking plan and record of users. Arrange for additional parking stalls as required
• Liaise with cleaners and plant maintenance contractors as to added tasks, concerns etc.
• Assist with coordination of office moves
• Update/maintain office seating plan
• Assist with various office duties (filing, document scanning/copying and binding and assembling binders and brochures)
• Errands as required
• Projects as assigned

Safety:

• Support with office fire warden responsibilities, in case of an emergency
• Ensuring all shared spaces are equipped with disinfectant supplies

Onboarding:

• Ordering of name plates for new hires
• Coordinating of our BeedieFIT program sign-in sheets

Wellness, Engagement, T&D:

• Coordinate floral arrangements to vendors, employees or clients for special occasions

Desired Skills and Experience

• 2+ years’ direct work experience in a receptionist capacity, customer service and/or office function role
• Strong written and verbal skills to communicate with all levels of the organization including its executive team
• Strong knowledge of general office procedures
• Ability to write simple correspondence, including emails, memos, letters, etc.
• Knowledge of supplies, equipment, and/or service ordering, as well as inventory control of these items
• Ability to work independently and contribute effectively within a team environment
• Intermediate computer skills – Microsoft Office (specifically Outlook, Word & Excel)
• Ability to identify, assess and solve problems independently
• Attention to detail and exceptional time management and organizational skills
• Flexible, ability to adapt to fast-paced environments and comfortable with ambiguity
• Proactive, positive attitude, outgoing and good sense of humor
• Strong sense of integrity, professionalism, and loyalty with the ability to deal with sensitive and confidential information