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Receptionist (Regular / Full-time) - Administrative Support
2 months ago
About Sprott Shaw College
Sprott Shaw College is a dynamic and forward-thinking educational institution dedicated to providing high-quality training and education to individuals seeking to enhance their skills and knowledge.
Job Summary
We are seeking an experienced and detail-oriented Receptionist to join our team at our Union head office located in New Westminster, British Columbia. The successful candidate will be responsible for providing exceptional customer service, handling telephone calls, and performing various administrative tasks to ensure the smooth operation of our office.
Key Responsibilities
- Comply with all relevant laws and regulations, including PIPA requirements.
- Provide reception duties, including:
- Monitoring security camera screens and entranceway to ensure only authorized personnel enter the building.
- Greeting visitors and ensuring they are signed in, appropriately tagged, and signed out.
- Routing incoming telephone calls.
- Entering staff working status on the sign-in sheet and reconciling data with the InfoWeb's In/Out board.
- Processing and distributing incoming mail and faxes.
- Processing outgoing mail, ensuring proper postage is applied.
- Shipping packages, including those arranged by Administrative Assistants.
- Recording incoming cheques for deposit and pickup by courier.
- Maintaining a clean and organized reception area.
- Assembling materials, member orientation kits, Cerlox materials, copying and/or scanning documents, formatting Word documents, and performing other assignments made by the Office and Facility Manager.
- Routing time-sensitive messages, correspondence, and faxes on a priority, timely basis.
- Scanning documents in accordance with HSA Records procedures, as assigned.
- Ordering supplies and unpacking shipments, as assigned.
- Identifying areas for improvement and process enhancements to the Office and Facility Manager.
- Offering assistance to other staff members when assignments are completed.
Qualifications and Requirements
- Successful secondary school completion or equivalent.
- At least three years of office administration or secretarial training.
- Excellent organizational skills and attention to detail.
- Excellent oral and written English communication skills.
- Demonstrated ability to work under pressure and meet deadlines, both independently and as a team member.
- Ability to take direction and work independently with minimal supervision.
- Ability to anticipate needs and take preliminary actions.
- Ability to adapt to new technology and processes by acquiring new knowledge and developing additional skills and abilities.
- Ability to maintain a calm and professional demeanor under challenging circumstances.
- Commitment to equity, diversity, decolonization, and inclusion.
Preferred Qualifications
- Demonstrated advanced word processing skills with MS Word.
- Demonstrated intermediate Excel skills and other MS Office applications.
- Demonstrated ability to create, format, and proofread complex documents and basic spreadsheets.
Compensation and Benefits
We offer a competitive salary range of $61,000 to $72,000 annually, based on a 36-hour work week, as per the HSASU/HSA Collective Agreement. Our total compensation package includes extended health and dental benefits, life insurance, income protection, pension plan, wellness and Employee Assistance programs, commuting support, and educational opportunities.
