Job title: Part Time Receptionist
Job type: Temporary
Emp type: Full-time
Industry: Banking
Functional Expertise: Administrative
Location: Winnipeg, MB, Canada
Job published: 2024-01-03
Job ID: 61139

Job Description

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.
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