Part-Time Receptionist and Office Services Assistant

2 weeks ago

Waterloo, Canada OTIP RAEO Full time

Company Description

Who We Are

With every job, there’s always the question of “why”. Why join a company? Why be part of their mission? Here, the why is easy. It’s because at some point, we’ve all needed someone there for us.

At the OTIP Group of Companies (OGC), we believe that something special happens when employees feel valued for the work they do, supported as the people they are, and included in the very fabric of the organization: they bring their best to work every day. And that's why we mean it when we say we put our people at the centre of everything we do. Join us as we grow our way into a future that reimagines what it means to deliver meaningful benefits support and service.

Job Description

What You’ll Do:

Reporting to the Manager, Facilities and Office Services, you’ll be responsible for providing cross-functional support for the seamless operation of both Office Services and Reception in all capacities as needed. This support role provides coverage in a part time capacity with additional hours as needed for vacation and sick coverage.

The core parts of your role will be to: 

Please note that the below roles are rotational, shift-based job responsibilities shared between people over alternating weeks.

Reception:

Greet onsite visitors, field and route incoming calls as needed Monitors telephone lines and system, and reports problems to the Technology Enablement department for repair. Communicates changes to the Reception team and resource staff to ensure consistent customer service. Assists in maintaining procedures listed within the reception job manual and ensures that resource team is aware of procedure changes or manual updates. Responsible for managing the day-to-day access control system, including programming of access cards, creating and issuing photo employee access cards and issuing/monitoring/auditing visitor and contractor access card

Office Services:

Assists with receiving and processing incoming and outgoing mail and parcels. Duties include but aren’t limited to triaging incoming mail, date-stamping incoming mail, sorting mail for internal delivery, accept and log incoming shipments, utilize courier software for outbound shipments as required. Assists with all aspects of internal print job requests and high-volume mailings as required.  Assists with maintaining inventory of office supplies, issuance of said supplies to staff and advising when inventories need replenishment. Assists with maintaining the Office Services Helpdesk by monitoring and responding to incoming email requests. Maintain equipment as needed within the scope of training. This includes operating and inspecting equipment, performing minor repairs, tracking problems and resolving concerns with vendors. Assists in maintaining procedures within the office services job manual Triaging and scanning mail for Broker Services team as per procedures, provide backup coverage for the Document Scanning Administrator as needed. Other duties within competence, as assigned

Qualifications

Let’s Talk About You: 

This is the unique blend of skills and experience we would love to see in an ideal candidate:

A secondary school diploma. Customer service experience is required Experience as a receptionist is preferred, experience in a mailroom environment is preferred Exceptional communication skills, a pleasant telephone manner and demonstrated ability to deal effectively with all levels of internal and external stakeholders. Time management and organizational skills to manage competing priorities. Intermediate or better knowledge of Microsoft Office Suite applications. The ability to communicate in French is considered an asset.

We also consider your potential. If you know you have what it takes to do the job, but your experience doesn’t exactly match the qualifications above, we encourage you to apply and provide us with more details about why you think you would be a great fit.

Additional Information

Some of the Perks We Offer:

We offer best-in-class pension and benefits, total reward programs and comprehensive mental wellness supports to set you up for every success in and outside of work. Here are just some of the reasons you’ll love working here:

Rewarding salary and bonuses that truly value your dedication Industry-leading group benefits with 100% premium coverage (excluding LTD) that start on your first day Defined benefit pension plan for a financially confident retirement 100% coverage of approved continuing education and licensing fees (including RIBO courses in Ontario) Access to a wealth of learning resources, including LinkedIn Learning for professional development Flexible work-from-home and hybrid options Unlock your potential with opportunities for advancement

Let’s work together If you are interested in this opportunity, please  apply online.

OTIP and its group of companies strive to create an accessible and inclusive work environment where everyone is treated with respect and dignity. Upon individual request, we will endeavor to remove any barrier to the recruitment and selection processes and provide accommodations for persons with disabilities.

As a business, we protect what matters most to our members. As an employer, we value what matters most in our workplace. Together, this includes fostering a diverse, equitable and inclusive environment for all. We are committed to learning and evolving so we can continue to celebrate what makes us special. You are who you are, and our differences are what make us unique.

We are an equal opportunity employer and encourage applications from all qualified individuals. 

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