Job Description
EHN Canada is the nation's largest network of industry-leading mental health and addiction treatment center's. With over 75 years of collective experience in providing high quality inpatient and outpatient services, EHN Canada provides a comprehensive, compassionate, and truly national therapeutic option to patients, families, and health care practitioners.
Summary
The Office Administrator / Receptionist is responsible for a wide variety of clerical office duties in support of company administration. Includes coordinating and communicating office activities, greeting, and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. The Office Administrator / Receptionist will also be responsible for administrating company correspondence.
Job Duties / Responsibilities
- Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
- Take and record telephone, e-mail, or written message for staff members.
- Receive and distribute all forms of paper correspondence.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Coordinate and organize meetings, seminars, workshops, special projects, and events.
- Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Maintain the reception in a tidy and presentable manner.
- Responsible for reordering and stocking of office and kitchen supplies
- Other ad-hoc duties as required.
Qualifications and Experience
- College Diploma or an acceptable combination of education and experience.
- 5 years of direct work experience in a receptionist / office administrator capacity.
- Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, etc
- Able to write simple correspondence, including memos, letters, etc.
- Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
- Adjusts and is flexible to meet changing work needs and demands.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Strong knowledge of Microsoft Office products, including Excel, Word, Teams, and PowerPoint.
- Able to maintain filing systems and basic databases.
- Excellent analytical, problem-solving skills and attention to detail.
- 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
Working Conditions
- Primarily on-site role.
- Able to occasionally lift items as heavy as 20lbs
- Occasional nights and weekends and required.
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