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Receptionist

4 weeks ago

Vancouver BC, Canada BC Maritime Employers Association Full time

Reporting to the Labour Relations Manager, the Receptionist & LR Administrative Assistant is responsible for delivering a welcoming and efficient reception experience to employees and guests, serving as a key point of contact to support a positive workplace environment. Additionally, this role provides administrative support to the Labour Relations team, as needed.

Responsibilities

  • Greet visitors and direct them to the appropriate person or department
  • Monitor and manage phone line, including screening and directing calls
  • Maintain the reception area to ensure it is tidy and professional
  • Sign in visitors, provide temporary building passes if required
  • Deliver information to internal and external contacts via email, phone, and in person
  • Manage incoming and outgoing mail and packages
  • Maintain and order office supplies as needed
  • Organize and maintain department filing systems
  • Assist with scheduling appointments for visitors and meeting room bookings
  • Various administrative tasks including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries

Provide administrative support to Labour Relations team, including:

  • Finalize and distribute discipline letters
  • Maintain documentation in software and paper files
  • Send member communications
  • Maintain manager’s on-call schedule
  • Assist in preparation for bargaining including booking meeting rooms and typing minutes
  • Scheduling, copying materials, creating binders and organizing catering for meetings or training sessions
  • Receive, track, and process timesheets for pay claims
  • Book hotel and travel arrangements as needed

Qualifications

  • Superior customer service skills with the ability to handle difficult and sensitive situations quickly and diplomatically.
  • 2+ years of office or administrative experience, or an equivalent combination of education and experience.
  • Diploma in office administration is considered an asset.
  • Proficiency in Microsoft 365 products, particularly Outlook, Word, and Excel.
  • Excellent multitasking skills and the ability to work in a fast-paced, high-stress environment.
  • Strong organizational skills with a keen sense of prioritization.
  • Effective written and verbal communication skills.
  • High attention to detail and dedication to meeting deadlines.
  • Flexibility, strong problem-solving skills, and a high degree of professionalism.
  • Ability to work collaboratively as part of a team and build positive working relationships.
  • Capacity to exercise tact and discretion when dealing with confidential and sensitive information.
  • Critical thinking skills and the ability to resolve issues in a timely manner.
  • Ability to work independently with minimal supervision.

BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.