Receptionist 3 / Réceptionniste 3 (11445)

Location: Downtown, ON
Date Posted: 12-02-2018
Position Overview 
The Executive Receptionist/Administrative Assistant provides superior customer, secretarial and administrative support to both Client Team Members and Visitors. Experienced and self-motivated with superior clerical, analytical and organizational skills, the individual has excellent oral and written communication skills and works well with team members and the public. 

The ideal candidate is able to set priorities, juggle several tasks simultaneously, manage detail, and anticipate needs with minimal direction. The individual is required to exhibit a significant degree of discretion in interactions with a wide range of internal and external people and will be handling sensitive and/or confidential information. 

This individual will open Reception at 8am, (individual must be able to arrive 10 minutes prior to opening @ 8am) and remain until 5pm; with 1 hour for lunch and two (2) 15 minute breaks. Breaks, and any illness/vacation coverage will be provided by Corporate Concierge. 

Shift: Monday – Friday 8am to 5pm daily. 1 hr lunch & 2 – 15 minute breaks 

Responsibilities: 
• Manage Reception area, ensuring area is tidy, clean and clutter free and it reflects Client ’ professional business goals. 
• Greeting and directing guests, team members and visitors in a courteous manner that reflects the Client values. 
• Providing visitor nametags; signing in & out guests/visitors. 
• Receives calls, use judgement and discretion when transferring calls to destination. 
• Handle customer escalations and is able to promote customer confidence in oral and written communications. 
• Typing Memos/letters/preparing reports. 
• Signing out Projectors on request, ensure inventory is maintained. 
• Type, edit, format, proofread, copy, mail, fax and file correspondence and/or documents. 
• Event coordination; liaison between organizer/requestor and Landlord to provide complete and accurate documentation for event approval by Landlord ensuring event success. 
• Booking Meeting rooms/Event Space organizing room setup as requested. 
• Liaise with Corporate Security to assist Client Team Members with physical access. 
• Secure Access Cards and Keys; provide Access Card to Client Vendors/Suppliers to perform contracted and approved duties. 
• Coordinate duties with other members of the Client Corporate Affairs team (Corporate Concierge) to ensure Reception coverage and support at all times during business hours 
• Backup for Corporate Concierge 
o Mobile Workstations; Daily auditing and reporting; ensuring Client Team Members have available, clean and fully functioning work environment. 
o Mobile Drawers; Assignment, audits and reporting; working directly with our Space Planning Team. 
o Monitor and respond to Corporate Concierge Inbox; action or direct requests accordingly. 
o Backup for Concierge in other Client locations (remote Inbox monitoring) as required. 
• Backup for Corporate Concierge in the event of illness/vacation/other. 
• Other duties/tasks as required. 

Required Knowledge/Abilities: 
• Must be physically able to lift 25lbs to a height of 60 inches. 
• Excellent written and verbal English skills; including spelling and grammar. 
• Helpful, friendly and diplomatic manner in person and on the telephone. 
• Ability to anticipate needs, think logically and creatively and exercise good judgement. 
• Ability to deal effectively with all levels of management. 
• Superior organizational, planning and record keeping skills. 
• Ability to prioritize, adjust according to priorities and successfully complete assignments in a team environment. 
• Strong technical skills in MS Office Suite of tools, Outlook, PowerPoint and SharePoint.

Must have skills:
1. Must be physically able to lift 25lbs to a height of 60 inches.
• Excellent written and verbal English skills; including spelling and grammar.
• Helpful, friendly and diplomatic manner in person and on the telephone. Ability to prioritize, adjust according to priorities and successfully complete assignments in a team environment.

Strong technical skills in MS Office Suite of tools, Outlook, PowerPoint and SharePoint.
2. Superior organizational, planning and record keeping skills.
3. Ability to anticipate needs, think logically and creatively and exercise good judgement.
• Ability to deal effectively with all levels of management. Top 3 nice to have skills: Excellent written and verbal English skills; including spelling and grammar. Helpful, friendly and diplomatic manner in person and on the telephone. Ability to prioritize, adjust according to priorities and successfully complete assignments in a team environment.  
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