Receptionist/administrative Assistant

2 months ago

Thunder Bay, Canada Tom Jones & Sons Limited Full time

The Receptionist/Administrative Assistant is responsible for providing secretarial, clerical and administrative support to the office manager, executives, maintenance superintendent, and accountants.

**Scope**
The Receptionist reports to the Office Manager and Tom Jones, and is responsible for providing office and clerical services.

**Responsibilities**
- Greet, assist, and/or direct all guests, visitors and the general public that come into the office.
- Receive, direct, and process all mail that comes into the office. This includes the processing and scanning of cheques received.
- Assist in the planning and preparation of meetings, conferences and conference calls as assigned. This would include the ordering, set-up and take down of any catering required.
- Ensure every person attending meetings at our office has been offered a beverage.
- Responsible for the beverage inventory (order when needed), making and clean-up of coffee throughout the day.
- Maintain an adequate inventory of office supplies, order as necessary.
- Prepare courier and bus packages with shipping labels.
- If required, process mail by putting adequate postage on envelopes.
- Required to keep front office area orderly and visually appealing.
- Filing as required, i.e. payables, receivables, Lease files, operating costs billings and others as required.
- Data entry of daily work orders to track maintenance requests for each building; at the end of every quarter completing a repairs and maintenance report for every company.
- Provide support to front office staff as needed and other duties as required.
- Ensure the insurance list is current, contact companies to obtain current COI if expired.
- Composing and sending out invoices to clients for work accomplished as well as monthly rental invoices for clients who have requested them.
- Process incoming invoices for payment (includes coding invoices, giving to management for approval).

**Job Types**: Fixed term contract, Full-time
Contract length: 12 months

**Salary**: $16.00-$17.00 per hour

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Thunder Bay, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative: 1 year (preferred)

Work Location: One location

Application deadline: 2023-01-20

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