Administrative Receptionist

2 months ago

Toronto, Canada CWB Financial Group Full time

At

CWB

, we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by holding true to the values that guide us. We put people first and build relationships with intention. We seek out and embrace new ideas, knowing that better is always possible. We believe that how we do things is as important as what we do. And we harness the power of inclusion. Our culture is who we are and how we show up - as individuals and as a team - to accomplish our strategy.

Role Specifications

In-office work environment Part time opportunity

Canadian Western Bank (CWB) is the only
_full-service bank_ in Canada with a strategic focus to meet the unique financial needs of businesses and their owners. Our teams take a
_ relationship-based_ approach to deliver a uniquely
_proactive client experience_ through highly
_personalized service, specialized expertise, customized solutions, and faster response times. _We provide full-service business and personal banking, nation-wide specialized financing in targeted industries, comprehensive wealth management offerings, and trust services.
_And we do it together - united, as one CWB. _We are firmly committed to the responsible creation of value for all our stakeholders and our approach to sustainability will support our continued success.

Our highly engaged teams operate within a
_client-centric, collaborative and change-ready culture, _with a core focus to achieve our vision to become the best full-service bank for business owners in Canada as we continue to transform our capabilities.
_And we are building momentum_.

The opportunity

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person.

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients and third party vendors.

This part time role requires in-office presence, with a weekly schedule of 20 hours, from Monday to Friday.

The day-to-day

Reception- Greet clients on the phone and office in a friendly and inviting way.- Efficiently triage and transfer incoming calls.- Respond to client inquiries and complaints, receiving incoming/forwarded phone calls in a professional manner, taking and distributing messages.- Record and activate voice messages for holidays and office closures.- Manages Outlook meeting room calendars.- Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.- Handle complaints following complaint-handling procedures.- The go-to person for all queries related to the Office.- Train and cross-train relief staff.- Maintain the reception desk in a tidy and presentable manner. Ensure all pamphlets and bulletins are available and replenish as required.- Offer and serve refreshments to visitors and keep coffee stations stocked with cups, glasses, water, etc.

Mail & Courier Support- Receive all incoming/outgoing couriers and monitor courier/fax logs.- Process and sort all incoming and outgoing Canada Post Mail.- Prepare and print shipping labels and envelopes on request.- Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.- Receive and notify/distribute courier deliveries.- Receive and distribute faxes.- Send faxes upon request for staff.- Receive, track, scan and arrange for registered mail.- Provide thoughtful, insightful and timely support and responses to various mail/courier related queries.

Administration- Monitor, maintain and order office/coffee supplies inventory and review and approve office/coffee supply acquisitions.- Report building issues to Property Management/Corporate Office Facilities Department.- Prepare payments requisitions on behalf of Corporate Services Department.- Update, manage and distribute employee contact information, including internal contact information on INFOserver if required, in a timely and accurate manner.- Issue and maintain access card and temporary access requests.- Maintain access card inventory and reorder when necessary.- Set up and clean up of meeting rooms in welcome space, kitchen area and Learning Centre, if required.- Independently maintain and update reception processes in manual.- Create and maintain various spreadsheets for tracking and reporting purposes.- Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance Corporate Office performance and/or operations.- Provide a variety administrative support such a: scanning/uploading documents, drafting corresponded, print and assembling various reports.- Provide administrative

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