Receptionist/administrative Assistant

**Office Administration Receptionist Job Responsibilities**:

- Serves visitors by greeting, welcoming, and directing them appropriately.
- Notifies company personnel of visitor arrival.
- Informs visitors by answering or referring inquiries.
- Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
- Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Contributes to team effort by accomplishing related results as needed.
- Answer the phone and direct appropriately**Responsibilities**:
The opportunity

We are seeking a dynamic and professional individual to fill the position of Administrative Assistant/Receptionist for our downtown Montreal office. The incumbent will work in collaboration with the professionals of the Montreal branch and clients. This position has a key role in the organization of the office

What you will do
You will greet visitors and notify them of their arrival
- You will respond to meeting room reservation requests and employee service calls
- Answer internal and external phone calls
- Scanning documents
- In collaboration with the conference center, ensure that rooms are always ready for internal and client meetings
- You will support the colleagues of the office services team in the execution of certain administrative tasks
- Program Knowledge Tracktik, Service M8, Quickbooks, and outlook

The Firm's business may sometimes require employees to work beyond the number of hours scheduled in a day or week in order to perform the tasks required to complete their work, and they agree that they are willing to meet this requirement. At the same time, employees need time to meet their personal obligations, which our approach to workplace flexibility provides.

What you bring to the role
You are fluent in French and English, both orally and in writing
- You have the ability to stay organized and manage your time and priorities
- Punctual
- Demonstrate good interpersonal skills
- Training in office automation or administration (DEP or DEC) or equivalent experience
- Program Knowledge Tracktik, Service M8, Quickbooks, and outlook
- Training on site

Assisting the service/sales team involves more duties and responsibilities than one would think. We conducted analysis of several Service/Sales Administrator job descriptions to procure the following list of Service/Sales Administrator duties and responsibilities.

Maintain an Accurate Database of Customer and Prospect Information

Receivables/invoicing

Sales Administrators have to be tech-savvy, as one of their duties is to develop and maintain a database that contains all of the important information for both current and prospective customers. Maintaining the accuracy of this database is crucial for an efficient delivery process.

Process Paperwork

The Salesperson Service department generates a sale, and it is the Sales Administrator who actually puts that sale through in the company system. This usually involves entering data into a computer, and can also include filing paper orders.

Communicate with Customers

The role of Sales Administrator involves some customer service. If a customer has an issue with the delivery of the product, it is the Sales Administrator who takes the call and fixes the issue.

Update Sales Figures

After Sales Administrators process the sales of a given day, they update the company-wide sales figures to reflect these numbers. This requires advanced knowledge of spreadsheet software.

Prepare and Present Reports

Sales Administrators are the ones in the office who tend to know the numbers the best, so it is their responsibility to analyze sales figures and present these findings to their management staff.

**Receptionist Qualifications / Skills**:

- **Telephone Skills**:

- **Verbal Communication**:

- **Listening**:

- **Professionalism**:

- **Customer Focus**:

- **Organization**:

- **Informing Others**:

- **Handles Pressure**:

- **Supply Management**

**Education, Experience, and Licensing Requirements**:

- **University/college degree is an asset**:

- **Familiarity with phone systems**:

- **Previous experience with Microsoft Office software preferred**

Quel est le travail d'un assistant de bureau/réceptionniste ?
En tant qu'assistant de bureau/réceptionniste, vous assumez des responsabilités administratives et supervisez les activités de la réception. Vos fonctions peuvent vous amener à accueillir les visiteurs, à répondre aux appels téléphoniques, à planifier des réunions et des rendez-vous, à coordonner le flux de courrier, à accepter les paiements des clients, à tenir et à organiser des dossiers, à répondre aux courriels, à effectuer des tâches comptables, à commander des fournitures et à préparer des boissons et de la nourriture pour le personnel. Vous pouvez également aider votre super