Administrative Assistant – TEMP

Job title: Administrative Assistant – TEMP

Company:

Job description: Duties for this position will vary from what is listed but is not limited to those tasks.

Key Responsibilities for Administrative Assistant

• Executive Assistant support
• Work effectively with the team to organize, distribute and manage workload
• Maintain temporary filing system put in place
• Preparation of client year end packages
• Assist the Office Manager in facility related tasks
• Assist with onsite organizing and maintenance of hospitality and office supplies
• Use standardized filing methods and procedures for accurate and appropriate filing of both electronic and paper correspondence, and files
• Answer questions and/or retrieve documents upon request
• Assist with printer service calls including toner maintenance
• Scan documents to prepare packages received for year end preparation
• Other duties as required

Key Responsibilities for Reception

• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions
• Provide hospitality services to our clients
• Assist clients with beverage machine and monitor the refrigerated supplies
• Maintain the smooth operation and cleanliness of the reception and client meeting rooms
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence
• Receive client payments
• Answer incoming calls and directs inquiries to appropriate personnel
• Directs phone messages, emails and faxes to appropriate people
• Monitor email account
• Organizes and communicates reception coverage
• Assist the Marketing team with advertising material displays as requested
• Ensure that the reception area is properly opened and closed daily, following procedure
• Ensure a general awareness of all activities within the office to provide competent responses to inquiries, and
• Other duties as required

Key Competencies

• Attention to detail
• Excellent customer service approach to internal and external clients
• Ability to work independently and as a team player
• Excellent oral and written communications
• Excellent organizational and time management skills
• Ability to manage multiple tasks, demands and deadlines
• Ability to remain composed under pressure and communicate with tact
• Customer service orientation

Working Conditions

• Fast paced work environment with the need to successfully multi-task
• Able to lift 25 pounds
• Standing/Sitting for long periods of time

Requirements
Education:

• Diploma in Business Administration or a related field; or
• Similar and extended experience in this area
• Working knowledge of MS Outlook, Word and Excel

Languages:

• English oral, reading and writing
• French oral is an asset

Experience:

• 2-3 years of experience in a reception/customer service role

Expected salary:

Location: Ontario

Job date: Sat, 23 Jan 2021 07:14:32 GMT