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Mail Clerk/receptionist

2 weeks ago

Edmonton, 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

Mailroom Clerk/Receptionist

Role Specifications

Term role: 6 months. Everyday flexibility. Collaborative connections.

In-office work environment Part time opportunity

Location: Edmonton, AB
- For additional information, please contact the recruiter for a complete job description._

The opportunity

The primary role of the Mail Clerk/Receptionist is to provide timely processing and distribution of inbound/outbound mail using various courier companies and Canada Post and to provide print services for large client mail outs.

A key part of this job is daily Corporate Office and Wealth Management reception coverage. Key responsibilities are to ensure a positive first impression of CWB Financial Group by providing professional and friendly front line reception experience to colleagues and guests over the phone and in person. This part time role requires in-office presence, with a weekly schedule of 25 hours, from Monday to Friday.

Specific Accountabilities

Mail & Courier Support
- Responsible for the sorting, collection, coordination, tracking and distribution/preparation of all incoming/outgoing mail, registered mail, deliveries, and local couriers.
- Prepare waybills using various shipping companies and sort inter-office mail redistributing to the end user.
- Identify all unknown documents in timely manner and create procedures for future reference.
- Provide recommendations to staff on cost saving alternative shipping companies for best rates.
- Process outgoing mail on mail postage machine and ensure postage is charged to appropriate cost centres.
- Keep track of the funds in the meter machine at all times.
- Place service calls for issues with various office equipment such as printers and postage meters.
- Conduct Canada Post mail runs at scheduled times throughout the day.
- Deliver packages directly to employees/departments, if required. Escort third party vendors.
- Must prepare and ship all courier items by end of day.
- Perform daily key operator functions and duties for all mailroom equipment including postage meter, folder/inserter machine and troubleshoot equipment issues.
- Responsible for incoming and outgoing courier/mail issues, including identification, resolution, escalation to team lead, referral, and any necessary follow up.
- Package and wrap boxes to be sent out by courier when required.
- Keep track of all inventories, order, maintain and coordinate delivery of Corporate Office kitchen supplies.
- Process stationery orders online for Corporate Office, if required.
- Collaborate with other mailroom team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance mailroom performance and/or operations.
- Handle sensitive and/or confidential documents and information.

Print Services
- Responsible to prepare, processes and coordinate large weekly mail outs using printing equipment (folder/inserter machine).
- Do mail mergers through excel/work to process mail/print jobs.
- Keep track and maintain all supplies for printers.
- Provide in-house printing services as requested.
- Troubleshoot and place service calls when printer is malfunctioning.
- Various urgent jobs which require immediate processing.
- Work with internal clients to ensure a high level of standards are maintained for each print job.

Reception
- Provide daily coverage of reception (lunch, vacation, and sick day coverage).
- 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 in a professional manner, taking and distributing messages.
- Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.
- Handle complaints following compliant handling procedures.
- Maintain the reception desk in a tidy and presentable manner. Ensure all pamphlets and bulletins are available and replenish as required.
- Offer and serve refreshments to visitors and keep coffee stations stocked with cups, glasses, water, etc.
- Update and manage internal contact information on INFOserver if required, in a timely and accurate manner.
- Issue and maintain access card and temporary access requests.
- Manage, track, and provide monthly parking assignments report to HR, if required.
- Maintain access card inventory and reorder when necessary.
- Report building issues to Property Management/Corporate Office Facilities Department
- Create and maintain various spreadsheets for tracking and reporting purposes.
- Coordinate various ad-hoc information requests from members of the Corporate Services Department.

Skills and