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Front Office Administrator

1 month ago

Calgary, Canada Olympia Trust Company Full time

**Job Summary**

The Front Office Administrator is the first point of contact for external inquires, via phone and walk-ins. We are looking for a personable, positive and upbeat person who can answer phone calls, gather information and transfer all inquiries to the appropriate individual/department in an efficient manner.

**Duties and Responsibilities**
- Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
- Answer incoming calls in a positive and professional manner with the ability to transfer incoming calls to the appropriate person.
- Greet all walk-in clients in a professional and friendly manner and represent Olympia in a professional manner.
- Efficiently receive, sort and distribute mail within the department and arrange for delivery of packages using courier services.
- Place orders with various vendors when requested, ensure orders are placed accurately.
- Put away orders in the correct areas and take an inventory of supplies.
- Prepare documents for various areas and members within the department when requested.
- Arrange meetings, book board rooms and organize catering when necessary.
- Maintain photocopier, fax machine and kitchen areas, ensuring that supplies are available, and all equipment is functioning properly.
- Develop and meet individual and team goals, while actively participating in projects and team meetings.
- Flexible to perform various assigned tasks as requested by management and executives.

**Competencies**
- Connection - We build long-term relationships by collaborating with our clients and industry participants.
- Accountability - We are a trusted business partner operating with transparency and integrity.
- Innovation - We leverage technology to continuously improve how we serve our customers.
- Desire to engage and quickly connect with clients using superior verbal, written, and interpersonal communication skills.
- Ability to thrive in a fast-paced, high-stress, team-oriented environment.
- Exceptional time management skills with a proven ability to establish priorities effectively.
- Passion for building dynamic relationships, with excellent communication skills both over the phone and in person.

**Formal education and experience**
- High school education completion and post-Secondary education is viewed as an asset.
- 1-2 years reception or office administration experience is required.
- Previous experience in direct customer service.

**Specialized skills or knowledge**
- Intermediate level of Microsoft Outlook, Word and Excel
- Successful completion of a Criminal Background check is required.

**With us, It’s Personal