Receptionist/Administrative Assistant

Job Description
Position: Receptionist
Reporting to: Manager, Human Resources

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General Accountabilities

The Receptionist will greet people arriving at the office, direct visitors to appropriate person or service, answer and forward telephone calls, take messages, schedule appointments and perform other clerical duties.

The Receptionist duties must be performed consistent with company mission and values and in adherence to company policies and procedures.


Specific Responsibilities & Primary Duties:

•Answer all in-coming calls and direct the calls to the appropriate person.
•Greet all visitors to the office in a friendly and professional manner and advise appropriate person of their arrival.
•Ensure all visitors have been directed to the appropriate meeting room and offered refreshment.
•Prepare and send Local, National and International couriers.
•Ensure all deliveries/couriers are distributed to the appropriate person.
•Maintain boardroom bookings and schedule meetings.
•Process outgoing mail using postage machine, seal mail and put into mailbox.
•Pick-up/distribute incoming mail to appropriate people.
•Check fax server and direct incoming faxes to the appropriate person.
•Book travel to remote branches and for business meetings.
•Order and stock office and kitchen supplies as requested and upon approval from appropriate management.
•Coordinate the new hire/exit forms documentation and information process.
•Prepare documentation for security cards.
•Administer company parking and review monthly parking invoice to ensure accuracy of individual payments, additions and deletions.
•Call for tenant and equipment maintenance service when required and maintain logs.
•Maintain and update the company phone list.
•Assist other departments with clerical duties as assigned.


Skills and Competencies Required:

•Previous reception or administrative experience preferred.
•Previous experience with Meridian phone system an asset.
•Proficient with MS Office (Word, Excel, PowerPoint) and Outlook.
•Strong communication skills, both written and verbal.
•Strong customer service skills.
•Strong interpersonal skills for effective interaction with customers, third parties and employees.
•Strong telephone etiquette.
•Exceptional organizational skills.
•Able to work well in a team environment and is able to work independently when necessary.
•Personable, tactful and self-motivated.

If you are interested in this position, please apply online. Thank you for your interest, only qualified candidates will be contacted.


Contact Information
Company Name Zylog Systems (Canada) Ltd.