Receptionist

About the Role

Provide a professional, efficient, effective, and welcoming reception and business administration service. As part of the wider Human Resources team, deliver administrative and practical support to the business while maintaining high levels of confidentiality, accuracy, and efficiency. Serve both internal and external customers in a professional manner.

Responsibilities

• Answer phones and transfer calls to appropriate staff members.
• Coordinate and maintain key records of office personnel, such as cell phone numbers and company credit card numbers.
• Set up and coordinate meeting spaces and attendee lists as required.
• Assist in arranging accommodations for company visitors.
• Greet visitors and announce them appropriately in a professional, polite, and timely manner.
• Manage front-end security by following procedures, monitoring the Traction Guest system, issuing visitor badges, and reporting suspicious activity.
• Sort and distribute incoming mail, prepare outgoing mail, organize courier deliveries, and accept and sign for packages.
• Maintain all phone and address lists for all divisions and locations.
• Keep the Reception Manual up to date to ensure accurate job functions.
• Prepare correspondence, documents, update databases, spreadsheets, photocopy, fax, and handle other special projects as assigned.
• Monitor, control, and order office supplies.
• Maintain a safe and clean reception area by complying with procedures, rules, and regulations.
• Track the Power of One employee program, including receiving approvals and preparing certificates.
• Follow the duties outlined in the Emergency Evacuation Procedure.
• Ensure backup coverage when absent from the reception desk.
• Perform other duties as assigned.

Requirements

• Minimum of a High School Diploma or Equivalent High School Education Certificate (GED).
• 2-3 years of reception experience preferred, though not required.
• Intermediate-level computer skills in MS Office products, including Outlook, MS Teams, Excel, Word, and PowerPoint.
• Oracle systems experience is an asset.
• Accurate and efficient typing skills.

Skills & Abilities

• Customer-focused mindset: understands and exceeds the needs of internal and external customers, establishing and sustaining relationships.
• Balances the interests of various customers and readjusts priorities to respond to pressing and changing demands.
• Demonstrates through actions that customers are vital to current and future success.
• Works across organizational and global boundaries, creatively utilizing resources.
• Provides timely and accurate information to key stakeholders.
• Uses email and electronic communications appropriately and effectively.
• Proficient in a variety of communication styles, adapting to suit the message and audience.
• Demonstrates tact and diplomacy in dealing with others.
• Maintains composure under stress and prioritizes effectively.
• Responds professionally in all circumstances.
• Conscientious, thorough, accurate, and reliable in performing job tasks.
• Able to solve small problems with minimal input and supervision.
• Protects and manages private and confidential information with good judgment.
• Represents the organization ethically and professionally.
• Detail-oriented with a critical degree of accuracy in data entry and analysis.

Working Conditions

• Temperature-controlled office environment.
• Majority of the shift spent working in front of a computer.
• Maintaining body equilibrium and agility to prevent falls while walking, standing, crouching, or using stairs.
• Bending at the waist or knees and extending arms in repetitive motions.
• Using upper extremities to apply or exert force up to 20 lbs.
• Typing or applying pressure to objects with fingers and palms.

Schedule

Monday - Friday, 7:30 AM - 4:00 PM.

Benefits

• Comprehensive health insurance for you and your family.
• 401k savings plan.
• Annual bonus potential.
• Generous paid time off.
• Professional development opportunities.
• Company-sponsored wellness programs.
• Collaborative work environment.