Receptionist / Operations Assistant

Conteúdo do emprego

Are you looking for a new administrative challenge? Are you interested in a career in finance and banking?

Are you looking to join an organization that fosters the personal development of individuals, within a team dynamic, and offers stimulating career opportunities?

Our client, a company in the banking-investment field, is looking to hire a receptionist-administrative assistant for their downtown Montreal office.

Advantages

• Replacement position for 12 months (more if affinity) ;
• 37.5 hours / week;
• 3 weeks paid vacation after 12 months;
• 100% face to face;
• Stable and human team;
• Competitive salary scale according to experience;
  
  

Responsibilities

KEY ACCOUNTABILITIES:

• Internal/External Client Service (25-50%)
• Administrative Coverage (25%)
• Office coordination and Operational Duties (25-50%)
  
  

SPECIFIC ACCOUNTABILITIES:

• General Office Administration/Operation Accountabilities:
  
  

• Greet all clients, prospects, external contacts, interview candidates, and other senior members of the

organization.

• Coordinate all board room reservations for all internal and external meetings and schedule logistics to

ensure visitor business requirements and needs are addressed.

• Coordinate all visitor office and workstation requests

• Coordinate the maintenance of all Temporary Security Passes. Communicate with Operations Manager when temp passes have not been returned in a reasonable amount of time. Ensure there are always enough

passes and that records are up to date.

• Answer incoming phone calls determining caller’s needs and directing to the appropriate department/person.

KEY ACCOUNTABILITIES:

• Internal/External Client Service (25-50%)
• Administrative Coverage (25%)
• Office coordination and Operational Duties (25-50%)
  
  

SPECIFIC ACCOUNTABILITIES:

• General Office Administration/Operation Accountabilities:
  
  

• Greet all clients, prospects, external contacts, interview candidates, and other senior members of the

organization.

• Coordinate all board room reservations for all internal and external meetings and schedule logistics to

ensure visitor business requirements and needs are addressed.

• Coordinate all visitor office and workstation requests

• Coordinate the maintenance of all Temporary Security Passes. Communicate with Operations Manager

when temp passes have not been returned in a reasonable amount of time. Ensure there are always enough

passes and that records are up to date.

• Answer incoming phone calls determining caller’s needs and directing to the appropriate department/person.

Effectively and courteously handle client inquiries/requests with appropriate service.

• Maintain the general appearance of the reception area and break room. Control the flow of customers to

banking personnel. Display a professional, experienced and knowledgeable image when addressing clients.

Effectively match client inquiry/request with appropriate service area. Maintain client confidentiality.

Manage and successfully deliver against well communicated deadlines.

• Prepare and dispatch outgoing mail and courier packages and interfaces with selected couriers to ensure

packages have been delivered within established timeframes.

• Maintain and monitor public meeting rooms and arrange for IT resources and refreshments in support of a

smooth and efficient meeting facilitation, as needed or requested by Admin Assistants

• Function as first point of internal contact for frequently asked questions and other inquiries.

• Direct requests to the appropriate area/ person in a helpful and professional manner.

• Review and report on required updates to intranet site regarding content for local specific region. Make recommendations.

• Place various premises tickets with Corporate Real Estate/Building •

Management for basic requests regarding temperature (hold/cold), light bulb replacements, washroom requests. Ensure that you are providing accurate cost centre information for each ticket.

• Perform a variety of general clerical tasks including filing documents, updating databases, entering contacts and updates to CRM tool and so on.

• Order and maintain all supplies.

• Coordinate with Operations Manager on any supply requests that are out

of policy.

• Organize and tidy supply area as needed.

• Update and maintain lobby telephone directories for CM floors

• Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.

• Coordinate and resolve issues with internal and externals vendors and service providers.

• Screens telephone calls and responds to routine inquiries

• Manage the administration of the CM BMO UPS account, adding and removing access to the account

and ensuring it is kept up to date when users leave CM.

• Assist Manager of Operations with adhoc projects and assignments as required.

• Financial Administration Accountabilities:
  
  

• Acts as a conduit for the efficient flow of invoice processing for payment in adherence with division processes, guidelines and vendor agreements.

• Effectively and courteously handle client inquiries/requests with appropriate service.
  
  

• Maintain the general appearance of the reception area and break room.

• Control the flow of customers display a professional, experienced and knowledgeable image when addressing clients.

• Effectively match client inquiry/request with appropriate service area. Maintain client confidentiality.

• Manage and successfully deliver against well communicated deadlines.

• Prepare and dispatch outgoing mail and courier packages and interfaces with selected couriers to ensure packages have been delivered within established timeframes.

• Maintain and monitor public meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation, as needed or requested by Admin Assistants

• Function as first point of internal contact for frequently asked questions and other inquiries.

• Direct requests to the appropriate area/ person in a helpful and professional manner.

• Review and report on required updates to intranet site regarding content for local specific region. Make recommendations.

• Place various premises tickets with Corporate Real Estate/Building •

• Management for basic requests regarding temperature (hold/cold), light bulb replacements, washroom requests. Ensure that you are providing accurate cost centre information for each ticket.

• Perform a variety of general clerical tasks including filing documents, updating databases, entering contacts and updates to CRM tool and so on.

• Order and maintain all supplies.

• Coordinate with Operations Manager on any supply requests that are out

of policy.

• Organize and tidy supply area as needed.

• Update and maintain lobby telephone directories for CM floors

• Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.

• Coordinate and resolve issues with internal and externals vendors and service providers.

• Screens telephone calls and responds to routine inquiries

• Manage the administration of the UPS account, adding and removing access to the account and ensuring it is kept up to date when users leave CM.

• Assist Manager of Operations with adhoc projects and assignments as required.

• Financial Administration Accountabilities:
  
  

• Acts as a conduit for the efficient flow of invoice processing for payment in adherence with division processes, guidelines and vendor agreements.

Qualifications

• Requires 1 to 3 years of experience in an administrative function in a fast paced corporate environment.

• Post-Secondary education in a related field. Other professional related training to keep skills current with

office productivity software and related products.

• Good level of knowledge of bank financial processing standards, and key business processes.

• General business knowledge and general understanding of the organizational unit, its functions and products and customer groups.

• Good understanding of processes, policies and procedures required for supporting the business unit.

• Basic level knowledge of financial and accounting principles, and human resources policy.

Skills

• Proficient at secretarial and administrative tasks.

• Detail oriented, organized, and able to manage time and multi-task to accomplish a wide variety of tasks.

• Intermediate level PC skills (MS Office: Excel, Word, PowerPoint, Outlook; web browsers).

• Good communication skills, both written and verbal.

• Bilingual – French & English

• Proficient at managing multi-line phone system and ability to direct calls in a prioritized manner.

• Ability to deal with clients in a professional and courteous manner, and to develop professional working relationships.

• Ability to learn about the organization and the supported business unit’s uniqueness and then use this knowledge to carry out accountabilities.

• Ability to work both independently, as well as part of a cohesive team

• Ability to deal with confidential materials in an appropriate manner

Summary

Are you interested in this position? Please send your application by email to gregory.milhau@randstad.ca and stephanie.desgagnes@randstad.ca and we will contact you shortly if your profile matches the criteria.

We look forward to speaking with you.

Human Forward !