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Receptionist
3 months ago
Reports to: Manager, Office Administration
The future is bright for Control Tech Join us, there are great things to come
Control Tech is a leading cross-border Instrumentation, Electrical & Automation solutions provider. Committed to excellence, we are experts in construction, maintenance, turn-around and optimization, as well as structures, production operations, parts sales and more. As a people-first company, our skilled and diversified team is known for providing stellar customer service and we are always ready to explore new avenues for our safe and versatile solutions.
Our mission is to empower our people to deliver high quality solutions to our clients safely and efficiently while continuing to strengthen and preserve the environment we operate in. We are committed to safety, quality work, community, work-life balance, and honesty within our entire organization.
Job Brief:
The Receptionist will support and provide assistance to Managers by ensuring assigned tasks are completed in a timely fashion. Customer service and a professional manner are important attributes for this role.
Duties & Responsibilities:
- Greets guests and visitors in a courteous and professional manner.
- Managed a multi-line telephone to answer and direct incoming calls appropriately.
- Ensured prompt distribution and preparation of incoming and outgoing mail, couriers, and faxes.
- Prepares any necessary spreadsheets as required by Management.
- Conducts general office duties: order office supplies, files documents, makes photocopies and sends and receives faxes.
- Maintains a tidy and professional reception area.
- Attends and prepares minutes for monthly branch safety meetings.
- Provides administrative assistance as required to other departments.
- Assist Management with safety related items, meetings, events, etc.
- Assisting with customer Invoicing.
- Ensuring that client information details are correct and up to date.
- Creating and submitting invoices to customer portals (ADP, Cortex, Open Invoice).
- Checking the data input on invoices to ensure the accuracy of the final bill.
- Fixing billing errors by issuing debit and credit memos.
- Other duties as assigned.
Required Skills/Qualifications:
- High school diploma or equivalent.
- Strong written and verbal competencies.
- Good communication skills, professional and approachable.
- Good analytical skills with the ability to problem solve.
- Ability to work with a variety of people both internal and external to the organization.
- Good customer service skills and a proactive approach to solving customer issues.
- Previous work experience in Reception required.
- Familiarity with Oil and Gas service industry, specifically Electrical and Instrumentation trades is an asset.
- Experience working with accounting and/or enterprise resource planning (ERP) software is an asset.
- Working experience with Microsoft Office applications (Outlook, Word, Excel).
- Ability to work under pressure while displaying a polite and tactful manner to fellow employees and clients.
- Highly organized and detail orientated with the ability to meet deadlines.
- Must be able to work independently or in a team environment.
Self-Management Behaviors (expected of all people in the Control Tech family) :
- Self-Awareness: Recognizes impact on others, knows strengths and limitations, sense of self-worth and confidence.
- Self-Control: Disruptive emotions and impulses are in check, maintains consistency with core values.
- Maintains Motivation: Strives to learn, to improve and to be successful.
- Listening and Speaking Respectfully: Listens generously - clarifies meaning and intent, speaks straight and respectfully.
- Collaborator: Works effectively on teams with a wide variety of people, resolves conflict directly and productively, contributes to the success of others.
