Administrative Assistant/receptionist

2 weeks ago

Vancouver, Canada COHO Management and Services Society Full time

The Receptionist is responsible for the provision of reception services and for supporting the administrative systems in the Vancouver offices jointly shared by COHO Management Services Society, the Co-operative Housing Federation of BC (CHF BC), and other related and affiliated companies. They represent the first impression these organizations will make on members, clients and the general public by attending to visitors and dealing with inquiries on the telephone and face to face. The Receptionist works as part of a team with the shared responsibility to serve members and clients while supporting staff and contributing to the success of the various companies occupying the Vancouver premises.

**RESPONSIBILITIES**:
1. Reception Services
- Open and close the office at the beginning and end of the day
- Receive visitors and deal with inquiries on the telephone and in person in a professional and courteous manner
- Open and distribute mail
- Process outgoing mail, faxes and courier deliveries
- Schedule meeting room space and ensure that meeting rooms are maintained in good order
- Ensure that office equipment is maintained in proper working order, including adding/ removing codes as needed and ensuring that there is always sufficient postage in the postage meter
- Ensure the kitchen is stocked with supplies and maintained in good order

2. Administrative Support
- Record photocopier and postage meter usage
- Receive and distribute fax messages
- Process mail-outs, including couriers
- Provide logístical support for staff meetings and staff training sessions
- Maintain key registers and key boxes for COHO clients
- Maintain and implement control system for distribution of facilities access and equipment to staff as appropriate
- Maintain and implement key control system for distribution of client keys to staff as appropriate
- Monitor daily call-ins for COHO staff and contact clients and management when staff are unable to attend work

3. Financial Administration
- Perform weekly bank deposits for COHO, CHF BC, CRS (and others, if required)
- Maintain, disburse and reconcile petty cash
- Perform credit checks for COHO client co-ops

4. Related Duties
- Perform additional related duties as assigned

**QUALIFICATIONS**:

- Post-secondary diploma in office administration or equivalent experience
- Strong communication skills with a high level of professionalism
- Highly organized, with excellent planning and time management skills
- Reliability, accuracy and attention to detail
- Fast learner, able to take initiative and problem solve
- Excellent interpersonal skills, including judgment, tact, integrity and patience
- Excellent spoken and written English, including proofreading skills
- Computer proficiency, including knowledge of Windows environments and advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook);
- Able to maintain confidentiality
- Experience with or knowledge of housing co-ops is an asset

**RESPONSIBILITIES**:
1. Reception Services
- Open and close the office at the beginning and end of the day
- Receive visitors and deal with inquires on the telephone and in person in a professional and courteous manner
- Open and distribute mail
- Process outgoing mail, faxes and courier deliveries
- Schedule meeting room space and ensure that meeting rooms are maintained in good order
- Ensure that office equipment is maintained in proper working order, including adding/ removing codes as needed and ensuring that there is always sufficient postage in the postage meter
- Ensure the kitchen is stocked with supplies and maintained in good order

2. Administrative Support
- Record photocopier and postage meter usage
- Receive and distribute fax messages
- Process mail-outs, including couriers
- Provide logístical support for staff meetings and staff training sessions
- Maintain key registers and key boxes for COHO clients
- Maintain and implement control system for distribution of facilities access and equipment to staff as appropriate
- Maintain and implement key control system for distribution of client keys to staff as appropriate
- Monitor daily call-ins for COHO staff and contact clients and management when staff are unable to attend work

3. Financial Administration
- Perform weekly bank deposits for COHO, CHF BC, CRS (and others, if required)
- Maintain, disburse and reconcile petty cash
- Perform credit checks for COHO client co-ops

4. Related Duties
- Perform additional related duties as assigned

**QUALIFICATIONS**:

- Post-secondary diploma in office administration or equivalent experience
- Strong communication skills with a high level of professionalism
- Highly organized, with excellent planning and time management skills
- Reliability, accuracy and attention to detail
- Fast learner, able to take initiative and problem solve
- Excellent interpersonal skills, including judgment, tact, integrity and patience
- Excellent spoken and written English, including proofreading skills
- Com

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