Administrative Receptionist, Corporate Services

3 weeks ago

Vancouver, Canada CWB Financial Group Full time

At

CWB

, we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by:
- Putting people first and building relationships with intention- Seeking out and embracing new ideas- Believing that how we do things is as important as what we do

Role Specifications

In-office work environment Part time opportunity

Location: Vancouver

The opportunity

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person.

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.

This part time role requires in-office presence, with a weekly schedule of 25 hours, from Monday to Friday.

The day-to-day

Reception
- Greet clients on the phone and office in a friendly and inviting way.
- Efficiently triage and transfer incoming calls.
- Respond to client inquiries and complaints, receiving incoming/forwarded phone calls professionally, taking and distributing messages.
- Record and activate voice messages for holidays and office closures.
- Manage Outlook meeting room calendars.
- Determine who guests are meeting with and announce their arrival to the appropriate person.
- Handle complaints following complaint-handling procedures.
- The go-to person for all queries related to the Office.
- Train and cross-train relief staff.
- Maintain the reception desk tidy and presentable.
- Offer and serve refreshments to visitors and keep coffee stations stocked.

Mail & Courier Support
- Receive all incoming/outgoing couriers and monitor courier/fax logs.
- Process and sort all incoming and outgoing Canada Post Mail.
- Ensure postage is allocated to appropriate cost centres.
- Maintain and download funds to postage meter.
- Place service calls for issues with postage and mail inserter machine.
- Prepare and print shipping labels and envelopes on request.
- Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
- Receive and notify/distribute courier deliveries and faxes and send them upon request.
- Receive, track, scan and arrange for registered mail.
- Provide thoughtful, insightful, and timely support and responses to various mail/courier related queries.

Administration
- Monitor, maintain and order office/coffee supplies inventory and review and approve their supply acquisitions.
- Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring proper signatory authorizations.
- Report building issues to Property Management/Corporate Office Facilities Department.
- Prepare payments requisitions on behalf of Corporate Services Department.
- Update, distribute and manage internal contact information.
- Issue and maintain visitor, key logs.
- Escort third party vendors
- Manage, track and provide monthly parking assignments report to HR.
- Maintain access card inventory and reorder when necessary.
- Independently maintain and update reception processes in manual.
- Participate in Business Continuity tests and events.
- Create and maintain various spreadsheets and coordinate ad-hoc information requests from members of the Corporate Services Department.
- Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to improve efficiency and enhance the office performance and/or operations.
- Provide administrative support and participate in office committees and project teams.
- Coordinating tasks and other administrative duties including meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, and changing toner in photocopier/filing paper trays.
- Assist with team engagement activities.

The successful incumbent
Core knowledge requirements

Education
- Post-secondary education and/or learning courses preferred.

Professional Experience
- Minimum 2 years of proven experience in Administrative Role.
- Experience with multiple phone lines.
- Experience in processing invoices, COUPA
- Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.

Skills and competencies that will take you further
- Strong work ethic portrays a team player and a “can do” attitude at all times.
- Approach interactions with friendly, cooperative and customer service focus attitude.
- Exceptional time management skills with the ability to switch tasks effectively while staying organized.
- Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.

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