Receptionist-administrator

3 months ago

Winnipeg, Canada Forthright Properties Full time

Established in 2011, Forthright Properties is a dynamic and rapidly growing professional property management company with a head office located in Winnipeg. With properties located across Manitoba & Winnipeg, we believe everyone should have a clean, attractive, and safe place to call home.

**Receptionist/Administrator**

As the first line of contact, the Receptionist/Administrator’s primary role is to present a positive first impression of Forthright; courteously greeting customers, guests, co-workers, with enthusiasm, and making everyone feel welcome. Administratively, they will be responsible for responding to requests, will facilitate the day-to-day operations and functions of the main general office, including supporting all staff and managers as required, and ensuring distribution and processing of requests, such as expense reports are completed in an accurate and timely fashion.

**Key Responsibilities**:

- Solid understanding of how to manage and maintain filing systems.
- Manage record management processes.
- Provide administrative support for the President and Executive Team.
- Receive, sort, and distribute incoming mail/couriers and prep, process outgoing mail/couriers.
- Prepare, post, and send notice of office closures (i.e holidays).
- Coordinate general office operations.
- Manage and maintain all general office supply inventories.
- Coordinate Shred-it and water delivery schedules.
- Occasionally support department managers as required.
- Coordination, reservation and set up of meeting rooms for external meetings/special events, as required.
- Carry out administrative duties such as filing, typing, copying, binding, processing, reconciling, scanning, etc.
- Be an active participant in the continuous process and system improvement.
- Assist in the coordination of staff events.
- Assist with and or carryout special projects as required.
- Handle sensitive information in a confidential manner.
- Ensures waiting area, and meeting rooms are kept clean, tidy, and presentable.

**Education and Experience**:

- Post-secondary certification or diploma in Business Administration or equivalent combination of education and experience.
- Minimum 3 years related experience in a corporate office environment.
- Expert in general office software and tools such as MS Office programs and Office 365.
- Superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision.
- Excellent communication skills with attention to grammar, spelling, and punctuation.
- Experience in managing and coordinating multiple calendars.
- Excellence in customer service, including being personable, cheerful, responsive, and professional.
- Positive work attitude and work ethic.
- High level of sound and independent judgment, reasoning, and discretion.

**Key Competencies**:

- **Accountability**:

- Holding self-accountable and follows through on commitments. Acts with a clear sense of ownership.
- **Action oriented**:

- Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- **Detail-oriented**:

- pays close attention to details, is observant, thorough, and productive. Focuses on the task at hand, working accurately and effectively to completion before moving on to the next project.
- **Manages ambiguity** - Operating effectively, even when things are not certain, or the way forward is not clear. Is calm and productive, even when things are up in the air**.**:

- **Communicates effectively** - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Attentively listens to others. Provides timely and helpful information to others across the organization.
- **Customer Focus - **Building strong customer relationships and delivering customer-centric solutions. Anticipates customer needs and provides services that are beyond customer expectations.
- **Optimizes work processes** - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
- **Time Management**:

- Effectively manages time and priorities and works efficiently.

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