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Receptionist & Administrative Support

Job Summary

The receptionist is the main point of contact for visitors to the office and clients calling the company. Provides administrative support to all managers and supervisors as required or directed. Performs a variety of reception duties in support of company administration such as greeting and screening clients and visitors, operating the switchboard, typing, processing mail, and monitoring the reception area.

Location: Burnaby/Surrey

Job Type: Full Time

Responsibilities

  • Operate switchboard by forwarding incoming calls, emails and in-person requests to appropriate locals, taking messages and placing outgoing calls as requested.
  • Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs and giving clients directions to various parts of the office.
  • Refer all inquiries to the appropriate individuals, divisions, or dept’s across the organization.
  • As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
  • Assist Accounts Payable which includes coding for all couriers, reviewing vendor statements for missing invoices and indexing.
  • Administer and manage inbound/outbound mail, including opening and distribution, priority post, packages, courier services, and other correspondence. Includes recording of all cheques received daily in excel spreadsheet. Maintenance of postage machines ensuring sufficient postage.
  • Assist in the organizing and coordination of office staff events and activities.
  • Ensuring reception, coffee stations and kitchen areas are maintained and kept in tidy and presentable manner, and ensuring enough supplies and cleanliness.
  • Provide information to staff and/or clients about any inquiries, requests, and activities.
  • Performs administrative duties such as typing, copying, faxing, sorting, and filing.
  • Maintains the supply room by keeping the room neat and tidy, ordering of all stationary supplies, and putting away/forwarding supplies when they arrive. Responsible for ordering plotter toner and plotter paper. Assist with monthly visa expenses.
  • Assist Lower Mainland and Vancouver Island with BC Hydro Kick & Set Pilot Program and Good Catch Tailboard Entry.
  • Follows established communications procedures in emergency situations such as fire and evacuation.
  • Perform other related duties, as assigned.

Skills & Abilities

  • Excellent written and verbal communication skills with all levels of the organization.
  • Competency in Microsoft applications including Word, Excel, and Outlook.
  • Experience with administrative procedures.
  • Able to contribute positively as part of a team, helping with various tasks as required.
  • Ability to type 45-50 wpm.
  • Ability to work independently and in cooperation with others.
  • Ability to operate office related equipment.
  • Ability to adapt to changing situations.
  • Knowledge of supplies, equipment, and services ordering, as well as inventory control.
  • Superior telephone manners and customer service orientation.
  • Strong time management and organizational skills.

Education, Training & Experience

Grade twelve education and two years of recent related experience, or an equivalent combination of education, training, and experience. Administrative post-secondary training or Administrative Professional Certificate is considered an asset.

Apply Now

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If you’re interested in joining our organization but don’t see an immediate opening, don’t be shy to send us your resume and cover letter anyway. We’d love to hear from you.

Thanks and good luck on the job hunt!

Please note that all applications are kept confidential.

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