Office Services Assistant

7 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

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