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Receptionist Coordinator

2 weeks ago

Vancouver, Canada Rocky Mountaineer Full time

**Purpose**

Reporting to VP, Finance, the Receptionist Coordinator position is responsible for overall reception duties as well as providing general administrative support to the company in a timely, courteous and accurate manner.

As the first line contact to many of Rocky Mountaineer’s employees, vendors, guests, partners, the Receptionist Coordinator will consistently provide exceptional service ensuring that needs and expectations are exceeded. This role help, contributes and fosters Rocky Mountaineer’s culture and office environment.

**Key Areas of Accountability**

Reception
- The Receptionist Coordinator greets visitors to the office as well as employees. Directs phone calls to appropriate staff and facilities, as well as handles guest inquiries; providing contact details if the call cannot be forwarded directly.
- Distributes incoming mail and packages to appropriate boxes and administer internal mailboxes.
- Assists with receiving and distributing courier packages as they arrive.
- Keeps front Reception desk and waiting area organized and clean.
- As required, provide support to all departments with various projects.
- Acts as a host to all visitors to the office and enforces Health and Safety protocols as required.

Administration
- Orders and arranges distribution and storage of office supplies, kitchen supplies and equipment (including coffee and water services) for the office.
- Assists with organizing catering and various meeting and event preparation logistics for all departments.
- Coordinates special offers/raffles/programs for office staff as needed to support HR.

Facilities / Building Security / Safety
- Provides support with submitting tickets to the landlord regarding day to day facilities issues (via the portal).
- Periodic sweeps of all common and meeting areas to ensure tidiness.
- Maintaining the Corporate Kitchen.
- Act as Reception Area Warden

Shipping
- Manages, all courier and shipping and invoice submissions for (Canada Post, Purolator, UPS, Fed Ex, Novex)
- Coordinates deliveries at the premises when required.

**Qualifications**

**Skills**:

- Excellent interpersonal and customer service skills
- Computer skills, experience with Microsoft Office and a typing speed of 55 wpm
- Previous office administration and reception experience with ability to convey a professional demeanor and to handle multiple tasks simultaneously
- Excellent written communication skills including the ability to prepare business memos and letters
- Familiarity with office equipment, telephone systems, and voice mail
- Organization and time management skills
- Responsible for maintaining clean uniform and personal appearance according to the “Uniform & Appearance” guidelines set forth by Guest Services. This is a uniformed position.
- Some lifting (up to 25 lbs) required on a regular basis

Attributes (personality traits and working style)
- Customer focused, courteous, tactful, and diplomatic
- Ability to handle difficult guest service issues in a calm and professional manner
- Attention to detail
- Patient, show good judgement, dependable
- Responsible for actions
- Takes initiative, motivated