Receptionist & Administrative Assistant, Client

3 weeks ago

Ancaster, Canada CIC Financial Group Full time

**About You**

As the first point of contact for the organization you are sociable, have a positive attitude, and are dedicated to assisting clients with your expert customer service skills. You are an ambitious, independent professional who thrives on results and understands the importance of the privacy and confidentiality of our clients and business. This role will start as a 12-month contract and advance to Full-Time Permanent based on performance.

**Core Responsibilities**
- Answer multi line (3) phone system in a timely manner and direct calls to the correct team member
- Maintain telecommunications systems with vendor i.e. general mailbox messaging as required

arrangements for guests as required, in collaboration with the VP, Marketing/Communications and Client Services
- Welcome visitors and provide beverages as needed and inform other employees of visitors' arrival
- Correspond with vendors, clients and new referrals
- Arrange courier and prepare required paperwork
- Manage incoming and outgoing mail (sort, distribute, mail drop off)
- Copy, file and maintain paper or electronic documents and records
- Maintain the Reception and Administrative Assistant process manual module for the effective oversight of role in their absence
- Maintain safe and clean reception, kitchen and office area, complying with procedures, rules and regulations (including but not limited to weekly garbage and recycling)
- Manage and order office supplies including but not limited to, toiletries, groceries, stationery, equipment and furniture
- Client Onboarding: completes administrative business handling procedures: pre-edit, client and account set up, client adjustments, document imaging and retention as well as monitoring outstanding onboarding requirements, while maintaining compliance standards
- Client Account Maintenance: complete all client account administrative tasks i.e., such as but not limited to client profile updates, new and updated forms completion, database updates, maintaining up to date client records etc., while maintaining compliance standards
- Client servicing: work on customer inquiries independently or alongside team members, while maintaining compliance standards
- Sales Support: Complete processing requests as outlined and directed by Registered team members
- Support annual client events as required
- We are a small office and every team member contributes to the team effort by completing special project and duties as assigned

**QUALIFICATIONS & STRENGTHS**:

- Minimum 2 years professional office experience required
- High school diploma or equivalent
- Financial Services experience preferred (but not required)
- Excellent customer service skills and telephone manner
- Comfortable with Multi-Line phone system (3)
- Intermediate proficiency in Microsoft Office Word/Excel/Outlook
- Strong verbal and written communication skills
- Accuracy and attention to detail a must

As a regulated industry a condition of employment for this position will be to complete and adhere to the necessary privacy and confidentiality agreements. A criminal background check may also be required.

**Job Type**: Contract
Contract length: 12 months

**Salary**: $34,500.00-$54,500.00 per year

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ancaster, ON L9G 1N3: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 2 years (preferred)

Shift availability:

- Day Shift (required)

Work Location: In person

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