Receptionist

About the role

Contributes to the overall success of the Facilities Department in support of the Dallas office for the Bank of Nova Scotia.

Ensures individual goals, plans, initiatives are agreed with the Senior Facilities Manager and executed in support of the Facilities team’s strategy and objectives.

Ensures all activities conducted are following governing regulations, internal policies and procedures.

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

Champions a high-performance environment and contributes to an inclusive environment.

Responsibilities

• Man the reception desk and provide an exceptional first impression of the office to guests. Greet on-site visitors and announce visitors to appropriate stakeholders
• Operate multi-line telephone system to answer incoming telephone calls and direct calls to appropriate stakeholders
• Ensure areas are sufficiently stocked, in working order and kept tidy and clean
• Cover internal and external work orders through FIMS and building property management
• Aid in coordinating details for events such as conferences, business meetings, internal and external Scotiabank events
• Aid in booking and organizing event space, arranging food/beverage/appropriate decor, ordering supplies and audio-visual equipment, coordinating logistics and ensuring details of the event operate smoothly and efficiently
• Aid in scheduling event speakers, vendors, and participants as needed
• Maintain event timelines and ensure deadlines are met
• Aid in efforts to publicize the event to employees
• Aid in coordinating event invitations and managing RSVP list
• Serve as liaison with event-related matters and vendors as needed

Requirements

• Excellent communication skills, including writing and speaking
• Ability to manage multiple projects and work assignments
• Excellent interpersonal skills both in person and by phone, with high professionalism
• Ability to coordinate events with little supervision
• Exceptional customer service ethic and high expectations for quality