Optical Receptionist/assistant

3 months ago

Toronto, Canada Optical Trust Full time

We are looking for a FULL TIME Receptionist/sales representative to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks. MUST be able to work weekdays and weekends. We are only looking for a FULL TIME assistant and not part time. As a Receptionist, you will be the first point of contact for our company. You will also help with customer sales as well as putting through certain insurances. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will coordinate front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus. Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

**Responsibilities**
- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer, screen and forward incoming phone calls
- Assist patients in sales of eyewear
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Checking in patients that have arrived for eye exams
- Receive, sort and distribute daily mail/deliveries
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Order front office supplies and keep inventory of stock
- Update calendars and schedule meetings
- Arrange travel and accommodations, and prepare vouchers
- Keep updated records of office expenses and costs
- Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
- Operates office equipment and computers utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Access, etc.)
- Filing and submitting insurance claims
- Ordering supplies
- Cleaning the office - including showcases and disinfecting glasses
- Assisting in some sales
- Performs other related duties as assigned

**Qualifications**:

- Outstanding interpersonal and customer service skills.
- Previous customer service experience
- Demonstrated ability to communicate effectively both verbally and in written form.
- Strong time management and organizational skills, team-first attitude.

**Skills**
- Proven work experience as a Receptionist, Front Office Representative or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude

Pay: From $17.00 per hour

**Benefits**:

- On-site parking

Schedule:

- 8 hour shift
- Every Weekend
- Monday to Friday

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (preferred)

**Language**:

- English (preferred)

Work Location: In person

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