Job Description
Summary
The Reception / Office Administrator is responsible for a wide variety of clerical office duties in support of company administration, including greeting visitors, answering and referring inbound telephone calls using a multiline phone system.
The Reception/Office Administrator is also responsible for bank deposits, data entry, matching invoices to purchase orders and cheques to back-up invoices. This position serves as a backup to Accounts Payable which requires entry of payables as well as serves as a backup to Accounts Receivable to issue sales orders and scanning. This position also provides clerical assistance to other departments as required.
Other duties will include the performance of related clerical duties, such as word processing, maintaining filing and record systems, faxing and photocopying.
Core Competencies
- Communication (Verbal & Written English)
- Customer Focus
- Team Work
- Quality Orientation
- Problem Solving
- Accountability and Dependability
- Ethics and Integrity
Job Duties
· Greet visitors and ensure reception area is clean and tidy
· Answer all incoming phone calls via switchboard system and respond to general voicemails as required
· Responsible for updates to the phone system, maintenance of photocopier, printers and mailing machine
· Updates and maintains staff contact lists, out of the office and boardroom calendars
· Receive and process incoming/outgoing mail as appropriate
· Maintain the general filing system for accounts payable and receivables
· Provide clerical and administrative support to Accounting, Customer Service Department and other departments as required
· Provide backup coverage to Accountant / Accounts Receivable Clerk for invoicing sales orders and scanning
· Organize lunches for staff lunch meetings
· Sort mail and distribute mail and prepare bank deposits
· Ensure all forms and reports are completed as needed.
· Update the in/out staff availability chart.
· Performs other duties as required.
Requirements
- High school diploma or GED, or an acceptable combination of education and experience.
- 1-2 years of direct work experience in a receptionist / office administration capacity.
- Strong knowledge of general office procedures.
- Able to write simple correspondence, including memos, letters, etc.
- General mathematical skills.
- Ability to apply understanding to carry out instructions in written, verbal.
- Adjusts and is flexible to meet changing work needs and demands.
- Knowledge of supplies and equipment
- Strong knowledge of Microsoft Office products, including Excel, Word, and Outlook.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong customer service orientation.
Communication
· IT
· Corporate Finance
· Local suppliers
· Staff
· Visitors
· Accounting
Working Conditions
- Able to occasionally lift items as heavy as 25 lbs.
- Manual dexterity required to use desktop computer and peripherals.
- Overtime as required.
Job Types: Full-time, Permanent
Salary: From $36,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Vision care
Schedule:
Experience:
- Administrative: 1 year (preferred)
Work Location: In person
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