Receptionist - Office Administrator

2 weeks ago

Barrie, Canada HUB International Full time

Hi, we’re HUB.

We are the largest insurance brokerage in Canada and 5th largest global insurance & employee benefits broker. We provide a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products, and services.

Becoming a part of HUB means that you thrive in an entrepreneurial and fast-paced team environment supported by over 17,000 professionals in 500 offices across North America. You will be able to actively contribute to our track record of year-over-year growth fueled by innovative new products and services, mergers and acquisitions, and a great team of people.

About The Role

This position serves as our “director of first impressions” and therefore charged with engaging all walk-ins, phone-in clients, and day-to-day office tasks. This position is an integral part in ensuring that the office runs smoothly and successful, while being able to carry out administrative duties with the capacity to make good judgment calls, be organized, and have a sense of urgency, are critical to this position.

Principal

**Responsibilities**:
Oversee daily office operations, including security, reception, mail room, stocking, and maintenance of meeting rooms, copy rooms and serveries.

Greet, sign-in and locate contacts for scheduled visitors quickly and courteously, Assist walk-in visitors with various inquiries.

Establish work priorities and ensure procedures are followed and deadlines are met.

Responds to enquiries, complaints, concerns, conflicts, and discrepancies.

Organize own back up as required for breaks and vacations.

Ensure the main areas of the office are well maintained.

Accept and log payments (cheques) received from clients/colleagues, preparing banking, etc.

Handle incoming courier including regular mail open, stamp, sort, and label for distribution. Look up Broker in EPIC.

Log all inbound courier packages/deliveries. Contact recipient by Teams to pick up. Some heavy lifting maybe required.

Prepare outbound mail including registered mail and courier shipments. (weigh/stamp/seal). Call-in pick-up requests. Track urgent packages to ensure delivery. At times assist the team(s) with mass mailings.

Monitor postage meter & arrange for meter to be refilled via online postage meter service. Maintain all postage meter supplies (date stamp ink, tape, solution etc.) ensuring you have back up supplies on hand.

Oversee purchasing and regular maintenance, as required, of office equipment including desks, chairs, copiers, carpets, coffee makers, fridges, water filtration systems, soap dispensers, etc.

Perform daily walk around the office checking on the various office equipment such as: photocopiers, fax machines, coffee makers, TV’s, check the spare desks and Hoteling offices/workstations to ensure that they are set up and operational. Troubleshoot photocopier equipment, replace toner, and place service calls as required.

Serve as prime liaison with landlord and third-party vendors and other resources to ensure appropriate cleaning, repair, and maintenance of office.

Resolve problems associated with all building services including but not limited to; janitorial, food services, coffee services, parking, vending, security/keys, conference rooms, cubes as well as interior and exterior furnishings, fixtures, and equipment.

Implement preventive, ongoing, and anticipated maintenance/repair programs.

Manage relationship with document management vendor (Access Corp.) and coordinate internal training, document shipping, and recall as needed and shredding bin management.

Provide support for meetings and conference room reservations, as needed

Ensure office adheres to health and safety regulations. Maintains and ensures that others maintain a safe, orderly, and tidy work area.

Conduct inventory (PPE) supplies for tracking purposes and assessing restocking needs. Maintain stock levels for First Aid Kits, and hand sanitizer gel etc.

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).

Maintain and stock the executive fridge daily, keep stocked with bottled water and pop for meetings.

Check conference rooms (first thing in the morning and at lunch time) to ensure that they are clean and organized, chairs are tucked under tables and food and drinks are removed.

**Assist with special room set ups ie**: walls, chairs, and tables for meeting according to request.

Provide support for meetings and conference room reservations, as needed

Accountable for Onboarding/Offboarding of new employees with building/office security/keys set-up and workspace assignment, IT equipment and for supporting internal moves/relocations.

Other assigned duties as required.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as

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