Receptionist/mailroom Agent

This position is responsible for ensuring that the facility maintains a smooth, efficient flow of mail on a daily basis, courier pick-up and delivery service and act as back-up to receptionist. It requires sorting and distributing the mail in a way that the delivery is easy and fast (ex: collating all incoming mail from Canada Post and couriers and distributing them to the concerned departments, sifting and slotting all invoices according to customer mailing requests, scanning documents to the concerned departments, preparing courier Waybills for out-going inter-office mail to branch offices/ customers, organizing the remainder mail to run through the mailing machine, and processing of daily outbound mail).

Back-up receptionist:
Answering calls, taking messages and calling back as is requested.

INCOMING AND OUTGOING MAIL PREPARATION AND RECEPTIONIST

PREPARING OUTGOING MAIL
- Prepares and affixes labels and postage on registered mail for delivery to post office
- Slots/ mails completed invoices to customers
- Sorts interoffice envelopes to branch offices and dispatches them according to predetermined schedule
- Completes Airway bills and documentations such as customer/ commercial invoices, branch mail, and any other outgoing courier requests before pickup by FedEx / Purolator or other couriers.
- Finishes the closing reports through “Ship Manager Software” and counts verified by the evening FedEx driver
- Applies good judgement to enable cost efficiency and effectiveness when invoicing bulk mailing
- Assists Transportation Department with relocation and shipping of warehouse items.
- Transports all file boxes for shipping preparation
- Organizes, enumerates and documents all file boxes in a master pallet file
- Properly constructs and manually prepares pallets for shipping to the Toronto warehouse
- Ensures pick up scheduling, informs relevant parties in Toronto of pending arrival and submissions of the up-to-date pallet file

RECEIVING INCOMING MAIL
- Sorts the mail received through Couriers, Canada Post and other inter-office branches
- Scans incoming documents from warehouses, clients or vendors and forward them to the concerned departments
- Checks the main deliveries from FedEx/Purolator/DHL/UPS for discrepancies, and ensures delivery of documentation (packages) to the concerned department
- Receives, delivers and documents cheques brought to counter or received by customers/ courier companies. Send cheques for receivable dept to our LOCK BOX
- Receives file boxes from FedEx branches, organizes/prepares them for palleting and shipping to Toronto, also Montreal.

ACCESS MONITORING/CUSTOMER SERVICE
- Provides excellent customer service while delivering packages to (internal or external) customers
- Ensures collection and preparation of outbound cheques from customer service and freight agents
- Ensures that appropriate transaction numbers are applied as references for charge association
- Meets and greets customers by welcoming and directing them appropriately
- Ensures signing-in of visitors and hands over security badges to them
- Notifies company personnel of visitor’s arrival and directs them to the correct destination
- Signs-in for tasks including but not limited to - pick-ups or delivery of mail, lunches as required
- Coordinates with HR on completed intern/job applicant forms
- Maintains security and telecommunications system and monitors reception security door
- Monitors employees/visitors entering through reception door

SWITCHBOARD
- Screens and answers all incoming calls and routes them to appropriate persons /departments and/or branches. Provides necessary information to callers.
- Inducts Conducts training for reception relief reception console operation
- Ensures proper maintenance of switchboard operations and seeks immediate technical assistance in case of any breakdown

DIRECTORY AND FILING
- Maintains telephone directory and conducts periodic updates on employee extension information on intranet
- Provides assistance in the splitting of Low Value Shipment (LVS) invoices for the Mississauga Customs department
- Sorts mails by department and name, encloses in folders and returns to mailroom for delivery to respective departments
- Controls inventory relevant to Reception area
- Monitors and maintains office equipment Monitors reception console and report any technical difficulties
- Organizes conference and meeting room bookings
- Provides general administrative and clerical support, and prepares any correspondence/ documents as

LIGHT MAINTENANCE / SUPPLIES
- Performs light maintenance and troubleshooting of equipment regularly and makes service calls in case it requires technicians
- Ensures that all office supplies are regularly stocked and adequate inventory is maintained at all times
- Maintains overall organization and cleanliness of dock and storage areas
- Administers and orders all toner supplies for the office, ensures inventory controls, maintains bi-monthly inventor