Front Desk Office Assistant/Receptionist

Calgary, AB

The Front Desk Office Assistant/Receptionist is responsible for a wide variety of clerical office duties in support of company administration. Includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. The Front Desk Office Assistant/Receptionist will also be responsible for administrating company correspondence.

Job Duties

  • Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
  • Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
  • Take and record telephone, e-mail, or written message for staff members.
  • Type forms, letters, reports, and memos as necessary.
  • Receive and distribute all forms of paper correspondence and manger calendars of different executives.
  • Manage officers’ calendars and assist us with any admin tasks
  • Assist with completing expense reports
  • Assist with travel arrangements, order office supplies
  • Professionally coordinating and booking Cabanalytics meetings which require basic client-facing decorum.
  • Organize, maintain, and coordinate office records and files in their proper locations.
  • Where necessary, assist in compiling data for various reports.
  • Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
  • Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
  • As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
  • Provide information to staff and/or clients about special activities.
  • Schedule appointments for interviews.
  • Ensure all forms and reports are completed as needed.
  • Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
  • Observe and report any security issues to HR. and execute any safety Warden duties
  • Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
  • Maintain strict confidentiality about high level business sensitive data that they might have access to as a part of the job.
  • Maintain the reception and lunch room in a tidy and presentable manner.
  • Accept and monitor inbound/outbound shipments as necessary.
  • Other duties as assigned.

Requirements

High school diploma or GED, or an acceptable combination of education and experience.

  • 5 plus years of direct work experience in a receptionist/office assistant capacity.
  • Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, and so on.
  • Superior typing and dicta-typing skills at 60-70 words per minute.
  • Exceptional Phone etiquette and a proactive thinker.
  • Superior relationship building, interpersonal and communication skills.
  • Able to write simple correspondence, including memos, letters, etc.
  • General mathematical skills and intermediate excel skills.
  • Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
  • Adjusts and is flexible to meet changing work needs and demands, plan and organize events as required.
  • Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
  • Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
  • Able to maintain filing systems and basic databases.
  • Excellent analytical and problem-solving skills.
  • Meticulous records maintenance skills.
  • Strong written and verbal skills to communicate with all levels of the organization and its executive team.
  • Strong customer service orientation.