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Job Description
Our client has a requirement for a Receptionist/OfficeAdministrator for a Full-time opportunity. The position is located in Vancouver, British Columbia.
What makes this Special
Our client has a prestigious reputation and excellent work environment. This position offers an opportunity for personal learning and to contribute to important initiatives that make a difference. Our client is actively screening resumes and scheduling interviews to fill this position, so let one our professional resource managers represent you to the client, promote your skills, and help you prepare.
Role
The Receptionist/Office Administrator will be accountable to the Office Manager for effectively maintaining the Reception functions and office administration of our clients BC Regional MIL Vancouver Office.
Switchboard Operation
- Receives and effectively re-directs incoming telephone calls at the Vancouver’s Office in a professional polite manner to ensure high standard of customer service and customer satisfaction at all times.
- Manages voicemail system - including programming mailboxes and training users.
Reception & Meeting Facilities
- Greets guests and notifies appropriate individuals of their arrival to facilitate meetings
- Assist and monitors boardroom bookings; sets-up and maintains meeting facilities, as required
- Assist with the preparation of meeting facilities prior incl. required equipment, food and beverage service etc.
Office Directory
- Assists with the maintenance of the office directory to ensure all contact information is up to date
- Assist with random office services and facilities communications, when required
- Maintains staff’s birthdays, speed dials, and emergency contact lists.
Mail & Courier Services
- Arranges for pickup and coordinates all receipt and delivery of incoming and outgoing mail, facsimile correspondence and couriers to ensure timely and efficient delivery of mail and correspondence to the internal and external customer groups.
Office Supplies
- Manages, orders and stores office & kitchen supplies.
- Organizes mailroom and kitchen supplies and maintains sufficient levels as determined to ensure availability of office supplies at all times
- tracks stationary and kitchen supplies in transit from suppliers to ensure timely delivery, follows up on delivery or assortment issues with suppliers, as required.
Other Office Support
- Acts as a MIL floor warden if required & office emergency/fire procedures; provides support & assistance to staff; responds to requests and emergencies.
- Ensures all public areas, including boardrooms, kitchen, mailroom, and copy rooms, are neat and organized during the work day; maintain office storage areas.
- Coordinates keys, parking passes and security pass cards for staff.
- Maintains daily attendance and report same to Human Resources on monthly basis.
- Helps to organize staff functions including monthly “cake day”; coordinates catering for meetings and office functions.
- Opens/closes the office.
- Other duties may be assigned.
Administration & Accounting Support
- Assists the accounting department as required.
- Manages office payables accounts; processes credit card expenses and office payables.
- Vouches payable documents to ensure proper approvals in place.
- Checks invoices for accuracy and investigates variances greater than 10% between invoices and purchase order.
- Reviews account coding for consistency; ensures invoices are processed in a timely manner and all due dates are met.
- Sorts supplier payments for all properties and MIL, verifies cheques have correct number of signatures, stuffs envelopes, and mail out.
- Answers inquiries from suppliers and responds promptly.
- Checks supplier statements to ensure all payments have been made and investigate discrepancies.
Requirements or Qualifications
- Minimum 1 year of related work experience.
- Fundamental knowledge of MS Office applications; previous exposure to JDE software would be an asset.
- Excellent communication and organizational skills.
- Pleasant and professional telephone / reception skills; handle irate or difficult individuals in a competent yet caring manner.
- Office systems; able to troubleshoot basic phone, fax, copier, mail functions.
- Work effectively with external suppliers, clients and tenants as well as local office co-workers.
- Ability to multi-task under pressure and prioritize.
- Demonstrated willingness to assume additional responsibilities or assist others in the office.
Additional Requirements
- College Diploma in Office Administration or equivalent experience is an asset.
- Previous experience with multi-line telephone stations is an asset.
- Previous experience in real estate industry or customer service industry is an asset.
- Mature, professional, initiative, bright, happy, friendly, fast learner, responsible, accurate, flexible, team-player, polite, helpful, must have an excellent attendance record.
Keywords: MS Office, JD Edwards, Excellent Communication skills
How to Apply
Online:
To apply for this and other suitable exciting opportunities with Zylog Systems (Canada) Ltd., you can register and apply online at www.ZylogCanada.com
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