Admin Assistant Receptionist

We are looking for an organized, outgoing Admin Assistant Receptionist. In this position, you will assist with a variety of administrative duties. These tasks include greeting clients, answering phones, taking messages, managing email and mail correspondence, and calendaring. You may also assist with invoicing, employee files, and ordering office supplies. Since you will be the first person clients and employees see as they walk through our door, we are looking for an individual who can maintain a professional appearance at all times.

Duties and Responsibilities

• Greet clients and visitors.
• Assisting with a variety of administrative tasks including handling and making appointments, copying, taking notes, and making travel plans.
• Preparing meeting and training rooms.
• Answering phones in a professional manner, and routing calls as necessary.
• Performing ad-hoc administrative duties.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Order office supplies and keep inventory of stock
• Arrange travel and accommodations.
• Perform data entry and filing tasks
• Keep updated records of office expenses and costs.
• Help prepare and coordinate with the administration of various projects new hire paperwork and letters of invitation.
• Liaising with the day cleaners to ensure that any administrative duties around the office are attended to in a timely and efficient manner.
• Provide direction to the day cleaners ensuring that a high level of service is provided
• Coordinate and set-up meetings and events as requested, including catering, set-up, clean-up and coordination of all other logistics.
• Manage office furniture and space needs, including requests for furniture orders and repairs.
• Set up workstations for all new associates.

Skills

• Receptionist personnel must be calm, professional and of the highest standard, including correct attire to reflect the company branding and image.
• Project a friendly welcoming attitude to all staff and visitors.
• Friendly nature and well-groomed appearance coupled with a professional telephone presence.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• High school diploma. Bachelor's degree preferred.
• Organizational and time management skills
• Basic math skills.
• Excellent written and verbal communication skills.
• Competency in Microsoft applications including Word, Excel, and Outlook.

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