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Our client is hiring for the position of a Receptionist to report to the Manager of Office Services
Direct all incoming calls in a professional and courteous manner and ascertain the routing of calls when a caller is not certain of their contact.
To greet clients in person in the same manner.
Distribute incoming and outgoing faxes.
Ensure kitchens and boardrooms are kept tidy throughout the day. Order all necessary kitchen supplies.
Assist the Manager Office Services with various departmental duties.
Type envelopes, labels, letters, etc. as required.
Arrange couriers as directed and reconcile courier invoices.
Order business cards and personalized stationary.
Order catering and sometimes pickups for company lunches & meetings.
Maintain records including ordering new and cancellation of security pass cards and office keys. Keeping track of contractor’s cards that are going in and out of reception.
Photocopying daily invoices and logging them into an Excel spreadsheet. Working with the accounting dept. for any follow ups with suppliers on any issues.
Organize in-office monthly staff draws and assist with charitable campaigns.
Check the stockroom daily and order office stationary, toner cartridges and office supplies. Unpack all orders and keep the supply room organized, stocked and neat and tidy.
Order forms from suppliers and prepare various account packages for filing system. Work with management and suppliers for necessary form updates or changes that are needed.
Regular scanning of documents for Compliance dept.
Working with suppliers for service repairs, ordering supplies, obtaining copies of invoices, credit notes, etc. while maintaining a professional relationship with all suppliers.
Fill photocopiers with paper daily. Place service orders for photocopiers when issues arise.
Distribute daily mail delivery.
Putting in service requests with building maintenance team for various maintenance issues around the office.
Closing and locking up office at the end of each day.
Dealing with any contractors that we may have on site for various projects.
Ordering and preparing monthly birthday cards for all branches and delivering to dept. managers
Recording monthly photocopier counts on all company photocopiers.
Assist \ back up morning receptionist on monthly reports, library materials for filing and\or mailings.
Maintain company data in Excel spreadsheets.
Assist Manager Office Services as required
Switchboard or reception experience
Good working knowledge of Microsoft Word & Excel and operation of a fax machine
Candidate must have good organizational and time management skills
Ability to maintain a professional demeanor at all times.
An outgoing personality
Good interpersonal skills are required
Works well independently and in a team
Professional attitude and eager to assist internal and external contacts
Hours: 8 am to 4:15 pm
Pay: $17 per hour
Start date: May 22nd