Our client, is seeking a part-time Receptionist for a 1-month contract, with the possibility to extend. This is an onsite position out of their Winnipeg office, Monday-Friday in the mornings or afternoons, with potential for additional hours. In this position you will be responsible for providing a professional and friendly front line reception experience to colleagues and guests over the phone and in person. You will also perform a variety of administrative duties, maintain databases and records, and maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.

Responsibilities:

• 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.
• Record and activate voice messages for holidays and office closures.
• Manages Outlook meeting room calendars.
• Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.
• Handle complaints following compliant handling procedures.
• The go-to person for all queries related to the Office.
• Receive all incoming/outgoing couriers and monitor courier/fax logs.
• Process and sort all incoming and outgoing Canada Post Mail.
• Ensure postage is allocated to appropriate cost centers.
• Maintain and download funds to postage meter.
• Place service calls for issues with postage and mail inserter machine.
• Prepare and print shipping labels and envelopes on request.
• Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
• 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.
• Monitor, maintain and order office/coffee supplies inventory and review and approve their supply acquisitions.
• Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring proper signatory authorizations.
• Report building issues to Property Management/Corporate Office Facilities Department.
• Update, distribute and manage internal contact information.
• Issue and maintain visitor, key logs.
• Escort third party vendors

Qualifications:

• Post-secondary education and/or learning courses preferred.
• Minimum 1 years of proven experience in Administrative/Receptionist role
• Experience with multiple phone lines
• Strong work ethic portrays a team player and a “can do” attitude at all times.
• Approach interactions with friendly, cooperative and customer service focus attitude.
• Exceptional time management skills with the ability to switch tasks effectively while staying organized.
• Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.
• Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.
• Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.
• Ability to make independent decisions and resolve challenges.
• Strong attention to detail, organization, and problem-solving skills.
• Ability to work effectively with little or no supervision and takes personal responsibility.
• Handle sensitive and/or confidential documents and information.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

This role consists of processing client level requests ranging from simple non-financial changes to more complex financial changes. In addition to system work, the plan design analyst strives to become a system expert and help the business brainstorm client requests. Finally, the plan design analyst is also responsible for onboarding new business and maintain client contracts, engaging with regulatory bodies when required.

What you will achieve in this role:

• Executing a diverse range of client requests that require working in our administrative system

• Updating client contacts and filing documents with regulatory bodies as necessary

• Maintain a shared inbox and manage incoming workflow and assignment

• Engage openly and constantly with our partners and within the team

• Strive to continually create efficiency and identify opportunities for change

• Participate in large projects and act as a representative for the team

What you will bring to this role:

• Post-secondary school or equivalent work experience

• High attention to detail and strong sense of ownership

• High level of professionalism and interpersonal verbal and written communication skills

• Ability to handle sensitive information in a confidential and professional manner

• Excellent organization skills, with the ability to prioritize under changing circumstances and consistently produce work that is within standard and of high quality

• Ability to identify workflow, systems and procedural challenges or enhancements and escalate issues appropriately

• Ability to work with a variety of PC based applications, specifically Excel

• Confident, collaborative, team player who works well independently

• Recommending and documenting procedural improvements and best practices to improve operational effectiveness

• Ability to motivate and positively influence others

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.