Administrative Assistant/receptionist

7 days ago

Vancouver, Canada It's Your Time Business Services Inc Full time

It’s Your Time, a rapidly growing Administrative Consulting business, is seeking a Receptionist to provide efficient day to day support to It’s Your Time and provide stellar customer service and reception support to It’s Your Time’s clients.

If you are highly organized, passionate about helping business owners to succeed and love working with a creative entrepreneurial team this could be the job for you.

**Responsibilities and Duties**

**Key Responsibilities**:

- Provides a professional, positive and energetic first point of contact for all current and potential clients
- Provides professional, positive and energetic first point of contact representing It’s Your Time’s clients
- Supports the Team lead in maintaining regular contact and positive relationships with current, past and prospective clients
- Takes leadership in evolving the reception systems to enhance efficiency, service and sales

**Primary Duties**:

- **In-Direct Client Support**(15% - percentage of employee’s time devoted to this duty)
- Provide client administrative support services based at It’s Your Time’s offices as well as client’s place of business if required.
- Uses software and programs designated by the client and their systems.
- Consults appropriately with It’s Your Time’s Office Manager on client issues and challenges.
- **General Administration**(15% - percentage of employee’s time devoted to this duty)
- Maintain and upgrade all reception systems as required
- Use word processing, spreadsheet, and database software
- Sort incoming mail, faxes, and deliveries for distribution
- Prepare and send outgoing faxes, mail, and packages
- Data entry and upkeep of Insightly ensuring a high level of accuracy
- Confirm schedule and appointments for Owner and Consultants
- Provide general administrative support to Office Manager & Consultants as required
- Send out birthday, anniversary and thank you cards
- Purchase and arrange for delivery of client gifts
- **Reception**(70% - percentage of employee’s time devoted to this duty)
- Answer general phone inquiries and greet walk-in customers in a professional, courteous and cheerful manner
- Direct phone inquiries to the appropriate Team Member
- Reply to general information requests with the accurate information
- Ensure Team Members receive accurate messages that include name and phone number in a timely manner.
- Answer phones on behalf of It’s Your Time’s clients in a friendly cheerful manner adhering to the guidelines laid out by individual clients.

**Authority and Reporting**:
The Receptionist reports to Administrative team lead. He/she will also be providing reception support to clients and will need to manage time appropriately to meet It’s Your Time’s internal needs and those of clients efficiently.

**Qualifications and Skills**
- Excellent written and verbal communication skills. (Fluency in English is required.)
- Intermediate ability in Microsoft Office Suite (Word, Excel, Office, PowerPoint) as well as Outlook
- High comfort level / aptitude for learning new technology
- Proficient in database management software
- Proficient in using DropBox (and similar programs), Google Calendar, CRMS, Microsoft Suite and other tools to facilitate working with a virtual/mobile team and client base
- Basic to intermediate website and social media administration ability (experience in using Facebook, Twitter, LinkedIn, blogging, updating websites etc.)
- Proficient in use of all office equipment Technology and systems savvy. Able to teach/coach clients to use technology and systems to help them work more effectively.
- Embraces learning new systems and technology.

**Personal Qualifications**:

- Highly organized with the ability to get and keep others organized.
- Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.
- A love of people and a passion for great customer service (both to IYT Team and clients).
- Able to anticipate, understand, and respond to the needs of Owner and clients to meet or exceed expectations.
- Self-motivated with a knack for fostering a team mentality in others. Able to work well on their own while also adapting to the changing needs and demands of the team.
- Works cooperatively with the team to set goals, resolve problems, and enhance organizational effectiveness and results.
- Able to adapt quickly to changing demands.

**Working Conditions**:
The Receptionist will work from the It’s Your Time office located at 119 West Pender Street, Vancouver, BC.

The core work week is Monday to Friday 9am - 5pm.

**Salary**: $45,000.00-$50,000.00 per year

**Benefits**:

- Extended health care

Schedule:

- 8 hour shift

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