Reception and Administrative Support Specialist

1 month ago

Surrey, British Columbia, Canada Prospera Credit Union Full time

Prospera Credit Union: A Community-Based Organization

Built on nearly 80 years of service in local communities, Prospera Credit Union is a community-based, purpose-driven organization that offers a full range of financial products and services. With approximately $9.3 billion in assets and 120,000 members, Prospera is one of the largest credit unions in British Columbia.

About the Role

We are seeking a highly skilled and organized Reception and Administrative Support Specialist to join our team at our Corporate office in Surrey. As a key member of our Governance team, you will be responsible for providing exceptional guest service, managing appointments, and administering the visitor log, security passes, and parking for the organization.

Key Responsibilities

  • Greet and direct guests, customers, and other visitors in a professional and positive manner.
  • Inform employees of visitors' arrivals or cancellations.
  • Answer and direct phone calls to appropriate business units and/or employees, providing timely service and information as needed.
  • Receive and sort incoming mail and prepare outgoing mail.
  • Prepare couriers for delivery and accept and sign the delivery of couriers and packages.
  • Maintain security procedures by assigning visitor security cards and updating/monitoring the visitor log.
  • Open and close reception as required, ensuring proper security procedures are followed.
  • Ensure the front reception area remains tidy.
  • Coordinate and manage security passes and assign to new employees as required.
  • Manage the list of approved caterers and manage all catering correspondence and orders.
  • Review and process all catering invoices for internal meetings.
  • Maintain and order supplies for the office, coffee stations, and lunchroom.
  • Handle employee parking administration and liaise with the property management company to oversee the registration process.
  • Provide administrative support to the Executive Assistants and Governance, such as making travel arrangements, reviewing, coordinating, and editing documents and presentations, directing mail, and responding to routine requests within guidelines.
  • Update and maintain meeting room calendars and provide internal support in coordinating meetings.
  • Support meeting setup and take-down.

Requirements

  • High School Diploma
  • Office administration certificate or diploma, an asset.
  • Minimum 1-2 years in a front-line reception and/or administrative position or an equivalent combination of education and experience.
  • Exceptional guest service skills with a friendly and positive attitude.
  • Proven ability to anticipate needs and create a welcoming front reception area.
  • Strong interpersonal and communication skills with the ability to interact both verbally and in writing with a diverse group of people.
  • Excellent problem-solving and time management skills, with the ability to manage multiple priorities.
  • Ability to communicate with all levels of the organization in a courteous and efficient manner.
  • Intermediate skill level with MS Office, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.

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