Reception Office Assistant

5 months ago

Edmonton, Canada First General Services Edmonton Full time

**RECEPTION & OFFICE ASSISTANT**

The Reception & Office Assistant is responsible for handling a variety of tasks including customer service, administrative duties and communication coordination. As the CEO of First Impressions, this assistant must be comfortable greeting and hosting guests over the phone and in person. The Reception & Office Assistant works closely with the office team to ensure the smooth and efficient operation of our office. This position reports to the General Manager.

**Responsibilities include but are not limited to**:
Front Desk Receptionist Duties
- Greet and assist visitors, ensuring that they sign in and out and are aware of our safety protocol.
- Maintain a welcoming, professional and safe office environment for employees and visitors.
- Answer, screen and forward incoming phone calls promptly and professionally.
- Handle customer inquiries and direct them to the appropriate staff personnel.
- Process customer payments and provide receipts.
- Prepare outgoing mail by drafting correspondence and arranging courier services as needed.
- Order front office supplies and maintain an inventory of stock.
- Maintain a clean and organized reception and lunchroom area.
- Manage ICC flooring samples via courier.
- Act as a fire marshal as needed.

Office Assistant Duties
- Assist with various administrative tasks including data entry, filing and managing office communications.
- Be the main contact to track “Work Alone” team members and manage the tracking system.
- Create Emergency/Rebuild files and set up new files in our filing system in Dash and Encircle.
- Create P.O.’s for carpenters and subtrades when requested.
- Process deductible invoices and payments when requested.
- Utilize various software programs to produce correspondence, reports, documents, spreadsheets and databases.
- Inquire into any problems with office phones, photocopying, etc.
- Perform various administrative duties when requested.
- Support the project coordinator and assistants as required.
- Supporting with a variety of tasks and needs as they arise to ensure we are successful in all aspects.
- Organize and manage the signing in and out of property keys and ensure that all keys are stored securely.
- Schedule and coordinate calendar for the GM, including arranging meeting rooms, preparing agendas, and providing administrative support such as taking minutes, preparing materials and following up on action items.

**Requirements**:

- Minimum 1 year of customer service experience
- Proven experience of 1 to 2 years in an office environment
- High School Diploma or equivalent,
- Certification in Office or Business Administration is considered an asset

**Skills**:

- Professional attitude and appearance.
- Excellent client-facing and customer service skills
- Excellent written and verbal communication skills, with the ability to effectively interact with stakeholders at all levels
- Ability to be resourceful and proactive when issues arise.
- Solid organizational skills including attention to detail and multi-task skills
- Strong working knowledge of Microsoft 365 including MS Office and SharePoint
- Strong critical thinking, problem solving and decision making skills

Pay: From $18.00 per hour

Expected hours: 40 per week

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Edmonton, AB T5P 4Y8: reliably commute or plan to relocate before starting work (required)

Application question(s):
**Education**:

- Secondary School (required)

**Experience**:

- Front desk: 1 year (preferred)

**Location**:

- Edmonton, AB T5P 4Y8 (required)

Work Location: In person

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