Administrative Receptionist, Corporate Services

4 weeks ago

New Westminster British Columbia, Greater Vancouver, Canada CWB Full time
At CWB , we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by:
  • Putting people first and building relationships with intention
  • Seeking out and embracing new ideas
  • Believing that how we do things is as important as what we do
Role Specifications

In-office work environment ▪ Part time opportunity

Location: Vancouver

The opportunity

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person.

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.

This part time role requires in-office presence, with a weekly schedule of 25 hours, from Monday to Friday.

The day-to-day

Reception
  • Greet clients on the phone and office in a friendly and inviting way.
  • Efficiently triage and transfer incoming calls.
  • Respond to client inquiries and complaints, receiving incoming/forwarded phone calls professionally, taking and distributing messages.
  • Record and activate voice messages for holidays and office closures.
  • Manage Outlook meeting room calendars.
  • Determine who guests are meeting with and announce their arrival to the appropriate person.
  • Handle complaints following complaint-handling procedures.
  • The go-to person for all queries related to the Office.
  • Train and cross-train relief staff.
  • Maintain the reception desk tidy and presentable.
  • Offer and serve refreshments to visitors and keep coffee stations stocked.
Mail & Courier Support
  • Receive all incoming/outgoing couriers and monitor courier/fax logs.
  • Process and sort all incoming and outgoing Canada Post Mail.
  • Ensure postage is allocated to appropriate cost centres.
  • Maintain and download funds to postage meter.
  • Place service calls for issues with postage and mail inserter machine.
  • Prepare and print shipping labels and envelopes on request.
  • Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
  • Receive and notify/distribute courier deliveries and faxes and send them upon request.
  • Receive, track, scan and arrange for registered mail.
  • Provide thoughtful, insightful, and timely support and responses to various mail/courier related queries.
Administration
  • Monitor, maintain and order office/coffee supplies inventory and review and approve their supply acquisitions.
  • Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring proper signatory authorizations.
  • Report building issues to Property Management/Corporate Office Facilities Department.
  • Prepare payments requisitions on behalf of Corporate Services Department.
  • Update, distribute and manage internal contact information.
  • Issue and maintain visitor, key logs.
  • Escort third party vendors
  • Manage, track and provide monthly parking assignments report to HR.
  • Maintain access card inventory and reorder when necessary.
  • Independently maintain and update reception processes in manual.
  • Participate in Business Continuity tests and events.
  • Create and maintain various spreadsheets and coordinate ad-hoc information requests from members of the Corporate Services Department.
  • Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to improve efficiency and enhance the office performance and/or operations.
  • Provide administrative support and participate in office committees and project teams.
  • Coordinating tasks and other administrative duties including meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, and changing toner in photocopier/filing paper trays.
  • Assist with team engagement activities.
The successful incumbent
Core knowledge requirements

Education
  • Post-secondary education and/or learning courses preferred.
Professional Experience
  • Minimum 2 years of proven experience in Administrative Role.
  • Experience with multiple phone lines.
  • Experience in processing invoices, COUPA
  • Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.
Skills and competencies that will take you further
  • Strong work ethic portrays a team player and a can do attitude at all times.
  • Approach interactions with friendly, cooperative and customer service focus attitude.
  • Exceptional time management skills with the ability to switch tasks effectively while staying organized.
  • Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.
  • Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.
  • Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.
  • Ability to make independent decisions and resolve challenges.
  • Strong attention to detail, organization, and problem-solving skills.
  • Ability to work effectively with little or no supervision and takes personal responsibility.
  • Handle sensitive and/or confidential documents and information.
  • Takes personal responsibility.
Why work with us?

Your success is our obsession And our award-winning culture & benefits back it up.

Proudly recognized by Great Place to Work® in 2023 as one of Canada's top 50 Best Workplaces & recipient of Waterstone Human Capital's Most Admired Corporate Culture 2023.

Wellness matters . We offer an award-winning benefits package that includes:
  • Hybrid work environments
  • Everyday flexibility
  • Generous company-funded health coverage
  • Health care spending account
  • A flexible wellness program
  • generous time-away options to unplug, rest & recover
Career development. We commit to our employees' development and help them reach their professional goals with:
  • Organization wide coaching services
  • Mentorship
  • Education support & training programs
Bring your whole self to work. Inclusion

#LI - SA1

IND - SA

As an equitable employer, CWB Financial Group is committed to providing a safe and inclusive environment where a diverse workforce thrives. You are welcomed and encouraged to bring your whole self to work. Dignity, respect and equality are non-negotiables. If you require accommodation during any part of the recruitment or selection process, please reach out.

Closing Date:

* Position closes at 12:01am on the close date identified below.
12/12/2024

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