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Office Administrator/Receptionist

POSITION OVERVIEW:

Jones DesLauriers is accepting applications for an Office Administrator/Receptionist. We are looking for professional and courteous candidates who have experience in managing reception duties and also administrative duties for multiple executives. Ideal candidates will have a friendly, positive attitude, and show initiative in completing relevant job duties. Applicants must be able to work from 8:30am to 4:30pm Monday to Friday.

RESPONSIBILITIES:

Reception/Mailroom duties:

  • Communicate directly with internal and external stakeholders and provide reliable and timely resolutions to inquiries
  • Operate switch board by answering incoming telephone calls and directing calls to appropriate internal staff
  • Communicate via phone, email or in-person with external vendors and employees in a professional and courteous manner
  • Greet visitors and inform employees of visitors arrival
  • Maintenance of reception area
  • Coordinate and send couriers in a timely manner
  • Back up for Mailroom Administrator in processing of incoming and outgoing mail
  • Receive and handle incoming mail and courier
  • Assist in sorting mail and distribution of faxes

Building Maintenance duties:

  • Act as first point of contact for building maintenance inquiries for internal and external stakeholders
  • Responsible for the building management, overseeing office maintenance and office security ensure a safe workplace for all
  • Generate and send company wide communication to internal or external stakeholder as it relates to office/building management
  • Manage all vendor relationships that provide services to our Skymark location as an example the cleaning services, vending machine services, etc.

Executive Administrative duties:

  • Coordinate, prepare and submit executives’ travel arrangements, travel plans, itineraries and business related expenses for multiple executives
  • Order office supplies as needed for staff/office
  • Responsible for all corporate licensing ensuring timely annual submissions
  • Perform other job duties as assigned by the executive team

Requirements:

  • 3 years of reception experience required
  • Post secondary education
  • Knowledge of TAM system an asset
  • Proficient computer typing skills and knowledgeable of MS Office Suite (Word, Excel, Outlook)
  • Professional in dress code and demeanor
  • Excellent communication (verbal and written) skills with a strong attention to detail
  • Team player, willing and able to adapt to change
  • Ability to be a self starter and prioritize tasks to meet deadlines
  • Ability to work in a fast paced/team environment with excellent organizational skills

We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.