Administration

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks. The incumbent  will be the first point of contact for our company. The Receptionist will provide administrative support across the organization, welcome guests and greet people who visit the business as well as coordinate front-desk activities, including distributing correspondence and redirecting phone calls. The Receptionist will ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. This role may require working in shifts, so flexibility is a plus.

Responsibilities:

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office if requested
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook (this is completed by security guard), issue visitor, contractor and temporary badges)
• Keep inventory of stock for office supplies
• Update calendars for conference rooms and schedule meetings
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing electronically, scanning, and faxing
• General data entry knowledge for use in Oracle database, Access Asset Management & Excel Worksheets

Requirements:

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• General accounting skills
• Customer service skills 
• High school degree; additional certification in Office Management is a plus
• Other duties as assigned.