Office Services Assistant

5 months ago

West Vancouver, Canada Mulgrave School, The International School of Vancouver Full time

**Job Summary**:
Working under the direction of the Office Manager the **Office Services Assistant** is responsible for opening reception, helping maintain the smooth operation of the school administrative office, and assisting with other tasks as needed. This person must have the ability to provide a warm welcome customer service while efficiently completing various tasks and responsibilities.

**Duties and Responsibilities**:
Including but not limited to the following:
Reception & Customer Service Coverage
- Opens Reception area at the start of each day until Receptionist arrives & provides Reception coverage as needed
- Greeting visitors, parents, students in a courteous, warm & welcoming manner
- Acting as our first line of security by requiring all visitors to be signed in
- Prepares the desk with Visitor Logs and ensures that there are adequate supplies of Visitor Labels
- Ensures knowledge of staff movements in and out of the school and ensures that there are adequate supply of sign in/out sheets (Staff Log)
- Answering the telephone in a professional manner, screening & directing calls
- Responsible for managing calls for the Mulgrave Emergency Response Team
- Assists with courier deliveries incoming/outgoing & distribution
- Assists with mail incoming/outgoing & distribution
- Assists with the sale & distribution of Bus Tickets and reconciles monthly
- Maintains a safe and clean reception area including CAFE area during coverage. Assists with preparing the CAFE area by setting up and taking down and replenishing the coffee/tea supplies (during coverage).
- Maintains & updates the complete Reception Rolling Communication log spreadsheet to ensure up to date communication and ease of coverage for transition & follows up on outstanding items
- Assists with supplying Reception with: paper, labels, tickets, business cards, masks, sanitising supplies, including milk, coffee & tea supplies
- Assists with the preparation of the reception area for school breaks, holidays and operating hour changes by updating the outgoing phone message and posting appropriate signage as well as clearing the reception area for rentals
- Ensures lost & found items of value are secured & maintained in the Lost & Found log and coordinates with MVP general Lost & Found access
- Ensures security & access to keys including the MVP store key as well as securing the CAFE and other areas of the reception area.
- Assists with visitor & staff logs, attendance report, Medical Alert binder and retrieving jump kits in the event of an evacuation drill/emergency evacuation

Administrative Support
- Orders supplies, milk and coffee as needed as well as assigning purchase order numbers for vendors, faculty & staff
- Source out and purchase general stationery supplies for administration and faculty (all divisions). Replenish paper, envelopes and letterhead stock as needed.
- Assists with textbook ordering, receiving, reconciling & distribution.
- Assists with filing of Student Records (as needed), year end file moving & off site storage preparations
- Maintains off-site record storage spreadsheet and coordinates record storage, retrieval and destruction
- Liaises with Waste Control Services company for pick up of confidential shredding containers and yearly destruction of files
- Prepares & updates all door signs & mailbox labels for onboarding and offboarding staff
- Maintains and updates postage meter machine
- Responsible for running start to finish special projects/campaigns as assigned (Purdys)
- Assists the Office Manager with other duties as assigned
- Works collaboratively with the Office Services team
- Provides administrative support to Staff/Faculty as required

Medical Alert Update
- Updates the Medical Alert information in the MERT room and throughout the school at the beginning of the school year (Aug & Oct) and after the winter break (Jan) and works with the Office Assistant to distribute updates.
- Monitors the Nurse’s Office daily for any medical alert updates that warrant an update to the Medical Alert information binder in the MERT room and ASC as needed

**Qualifications / skills**:

- 2 - 3 years office and administrative experience
- Warm and professional demeanour with superior customer service skills
- Excellent verbal and written communication skills
- Exceptional organisational & time management skills
- Good interpersonal skills and ability to use judgement, tact, and diplomacy in providing information
- Ability to achieve thoroughness and accuracy when accomplishing tasks with attention to detail
- Able to contribute positively as part of our whole school team, helping out and supporting Staff/Faculty with various tasks as required
- Able to work well independently and in a team environment
- Endorse Mulgrave’s mission and vision statement

**Our Approach to Diversity**
- At Mulgrave one of our core values is inclusion, and as part of our active commitment to diversity, equity, inclusion and justice we strive to

  • Office Assistant

    5 months ago

    West Vancouver, Canada Enzo Design Build Inc Full time

    **About us** Enzo Design Build is a one-stop renovation, interior design, staging and construction management services company renowned for its quality and exemplary customer service. Our work environment includes: - Food provided - Safe work environment - Lively atmosphere - Wellness programs - Work-from-home days - Relaxed atmosphere Office Assistant...

  • Office Assistant

    4 months ago

    West St Paul, Canada Petro Tech Petroleum Services Ltd. Full time

    **Office Assistant** Petro Tech Petroleum Services West St Paul, MB **Pay** - $17-$23 an hour **Job type** - Full-time **Shift and schedule** - Monday to Friday **Location** West St Paul, MB **Benefits** - Health/Dental care - Sick pay - Vision care **Full job description** **Duties**: - Perform data entry tasks with precision and...

  • Medical Office Assistant

    2 months ago

    West Vancouver, Canada Persis Clinic Full time

    **Job Posting: Medical Office Assistant (MOA)** **Position**: Medical Office Assistant (MOA) **Experience Required**: Minimum 1 Year **Location**: Park Royal, West Vancouver **Pay**: $26/hour Are you an experienced Medical Office Assistant (MOA) looking to join a dynamic and growing team? We are seeking a highly skilled MOA to join our medical clinic,...

  • Office Manager

    5 months ago

    Vancouver, Canada Earls Head Office Full time

    About Earls Kitchen + Bar - Some 40 years ago, Leroy “Bus” Earl Fuller and his son Stanley Earl Fuller had a simple idea: to create a laid-back burger and beer joint filled with warm, friendly people. The first Earls restaurant opened in Edmonton, Alberta in 1982, and it quickly took off — Earls has never looked back, opening locations across Canada...

  • Office Assistant/administrator

    2 weeks ago

    West Vancouver, Canada Bonavista Management Ltd. Full time

    **Overview** **Responsibilities** - Manage daily office operations, including scheduling appointments and maintaining tenant records. - Provide exceptional customer service by greeting tenants and addressing their inquiries in a friendly manner. - Handle phone calls professionally, ensuring effective communication with tenants and staff. - Maintain...

  • Office Coordinator

    3 weeks ago

    Vancouver, British Columbia, Canada Chinatown Post Office Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Chinatown Post Office. As an Administrative Assistant, you will play a critical role in supporting the day-to-day operations of our office.Key ResponsibilitiesAdministrative Support: Provide administrative support to our team, including answering...

  • Office Coordinator

    2 months ago

    Vancouver, British Columbia, Canada Chinatown Post Office Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Chinatown Post Office. As an Administrative Assistant, you will play a critical role in supporting the day-to-day operations of our office.Key ResponsibilitiesAdministrative Support: Provide administrative support to our team, including answering...

  • Office Services Assistant

    4 weeks ago

    Vancouver, Canada BFL CANADA Full time

    **We offer more than a job, we offer a career!** - We support our employees to shape their career by encouraging continuing education and investing in training and development. - We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding. - We inspire...

  • Medical Office Assistant

    1 month ago

    West Vancouver, Canada Park Medical Clinic Full time

    ## Job Overview # Responsibilities - Greet patients and visitors in a professional and friendly manner - Answer phone calls, schedule appointments, and manage patient inquiries - Maintain electronic health records using software OSCAR - Assist with insurance verification and billing processes - Ensure accurate documentation - Perform general administrative...

  • Receptionist/office Assistant

    5 months ago

    West Vancouver, Canada Paramax Homes Full time

    Luxury Home Builder in West Vancouver seeking Office Admin & Marketing Coordinator We are looking for a team player who has exceptional phone etiquette, people skills, and computer skills. Construction knowledge is an asset. Full-time office assistant wanted Primary Duties & Responsibilities: - Answers incoming telephone calls, determines the purpose of...

  • Medical Office Assistant

    1 month ago

    West Vancouver, Canada Park Medical Clinic Full time

    ## Job Overview # Responsibilities - Greet patients and visitors in a professional and friendly manner - Answer phone calls, schedule appointments, and manage patient inquiries - Maintain electronic health records using software such as Epic or Dentrix - Assist with insurance verification and billing processes - Handle medical terminology and ensure...

  • Medical Office Assistant

    4 months ago

    Vancouver, Canada Pivot HR Services Full time

    Salary: $22-26 per hour - Pivot HR Services is pleased to present this MOA role on behalf of our valued client, _West Coast Surgical Oncology_. _ **About us**: West Coast Surgical Oncology is located in Vancouver, BC. The Oncology group is currently comprised of six renowned surgeons and a superb group of office support staff. Centered around providing...

  • Office Services Assistant

    4 weeks ago

    Vancouver, Canada BFL Canada Full time

    We offer more than a job, we offer a career! We support our employees to shape their career by encouraging continuing education and investing in training and development. We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding. We inspire people...

  • HR Administrative Assistant

    2 months ago

    West Vancouver, Canada Capilano Highway Services Full time

    We are a medium sized family transportation infrastructure company in need of a full time administrative assistant/receptionist. We are looking for someone who is a well-organized, enthusiastic, detail oriented individual. We are in an industry that requires excellent customer service, therefore, it is crucial that the person be extremely organized and have...

  • Office Manager/executive Assistant

    5 months ago

    Vancouver, Canada LGM Financial Services Inc. Full time

    LGM is a national leader in providing warranty, finance, and insurance services to the Canadian automotive industry. Since 1998, LGM has been successfully supplying quality products and leading training solutions to Canadian car dealerships. Dealer partnerships are complemented with the strong backing and support of their automotive manufacturing brands,...

  • Travel Insurance Advisor/office Assistant

    5 months ago

    West Vancouver, Canada Expedia Cruises in West Vancouver Full time

    Expedia Cruises in West Vancouver, BC is growing its Inside Sales Staff. We are searching for an experienced Insurance Sales associated/office assistant. **Responsibilities**: - Travel Insurance Sales (tasks include providing informative quotations, calling all Expedia Cruises clients with active bookings, dealing with objections to ensure our customers...

  • Office Assistant

    4 months ago

    West Vancouver, Canada Ocean Medical Clinic Full time

    Education: Secondary (high) school graduation certificate - Experience: Will train - or equivalent experience **Work setting**: - Office **Tasks**: - Type and proofread correspondence, forms and other documents - Receive and forward telephone or electronic enquiries - Maintain and prepare reports from manual or electronic files, inventories, mailing lists...

  • Service Coordinator

    5 months ago

    Vancouver, Canada Heritage Office Furnishings Full time

    Do you enjoy balancing a variety of tasks while still meeting deadlines? Do you consider yourself well organized within a fast-paced environment? If you answered yes, this might be the career for you! Heritage Office Furnishings is looking for a Service Coordinator to support the growth and operation of our organization. This is a full-time position working...

  • Medical Office Assistant Professional

    3 weeks ago

    Vancouver, British Columbia, Canada PHS Community Services Society Full time

    Job Title: Medical Office AssistantWe are seeking a skilled and compassionate Medical Office Assistant to join our team at PHS Community Services Society.Key Responsibilities:Provide administrative support to healthcare teams in a confidential and compassionate manner.Assist with clinical care delivery through embedded clinics and specialist clinics.Support...

  • Medical Office Assistant Professional

    4 weeks ago

    Vancouver, British Columbia, Canada PHS Community Services Society Full time

    Job Title: Medical Office AssistantWe are seeking a skilled and compassionate Medical Office Assistant to join our team at PHS Community Services Society.Key Responsibilities:Provide administrative support to healthcare teams in a confidential and compassionate manner.Assist with clinical care delivery through embedded clinics and specialist clinics.Support...