Corporate Office Receptionist

Corporate Office Receptionist

Date Posted: June 10, 2024 Reports To: EA to the President & CEO and Office Manager Location: Vancouver

Position Summary

Position Summary

Methanex is seeking a dynamic and professional individual to join our Business Services team in a key role at our Corporate Head Office in Vancouver. As the first point of contact for visitors and external parties, you will create a positive and lasting impression while managing all aspects of reception, including handling calls and overseeing mail and courier operations.

In this role, you will also be responsible for ensuring our office environment runs smoothly and efficiently. This includes supporting office facilities services such as security and maintenance, procuring and managing office supplies, and maintaining a clean, organized office workspace for all.

You will also play an essential part in fostering our Corporate culture by supporting office-wide events and team-building activities, becoming the go-to person for assistance and problem solving in all office-related matters. This is a fantastic opportunity to be a crucial part of a vibrant and collaborative team, where your contributions will be valued and impactful.

What's In It For You

• A competitive total rewards package that includes a base salary, annual performance bonus program, generous pension plan, extended benefits coverage, generous time off program, and employee share purchase program.
• The expected hiring salary range is CAD $52,000 to $68,000 but may be reviewed for exceptionally qualified candidates.
• Opportunity to make a real impact with a global leader, working collaboratively with colleagues around the world and with direct line of communication with the executive leadership team.
• Beautiful, newly renovated downtown office with an excellent view and snack/soda bar for when you are onsite.

Position Responsibilities

Corporate Reception

• Answer and process all telephone enquiries, field tele-marketers, direct queries to appropriate person in timely manner and maintain call log.
• Manage reception phone coverage for breaks, meetings, and PTO's.
• Receive all external guests, contractors, suppliers and service providers.
• Maintain and monitor the digital visitor management system to be aware of when guests are arriving, keep track of completed visitor health questionnaire records when needed.
• Ensure guests are made to feel welcome, assist with check-in to the visitor management system and provide any assistance with coats/luggage etc and promptly advise employees of guest arrival.
• Oversee arrival of all new employees, contractors, and auditors, take photo for SharePoint and issue access passes.
• Manage and maintain inventory of business gifts and promotional items. Track use and ensure inventory, catalogue and SharePoint are all kept up to date.
• Update the office floor plan, as needed.
• Manage annual renewal of local subscriptions and business license.
• Process and pay invoices in timely manner.
• Frequently update various office and global documents and post to SharePoint.
• Add relevant event information to SharePoint calendar, as requested.
• Ensure reception area, including nearby meeting rooms are tidy at all times and technology is working
• Key on-site person during crisis management situations.
• Primary contact for Cadillac Fairview with respect to janitorial staff, general office maintenance requirements logging issues and concerns as well as security.
• Manage Cadillac Fairview communications and ensure timely communication of bulletins to the office.
• Issue building access cards and track inventory for auditing purposes. Deal will all office access queries from employees.
• Scanning, filing and other ad-hoc requests.

Monthly preparation of Corporate MasterCard

• Review Travel & Business Services MasterCard statement on a monthly basis ensuring all receipts have been received and coded correctly.
• Chase for any outstanding receipts/information.
• Ensure expenses are submitted for approval in timely manner.

Distribution of incoming mail and couriers

• Process all incoming and outgoing mail and couriers. Distribute mail to correct mail slot and notify/distribute packages to employees.
• Provide reasonable and cost effective solutions for shipping and courier costs.
• Maintain and track all courier and shipping costs.

Support Facilities Services

• Conduct daily office walkthrough each morning; replenish cleaning and paper supplies ensuring office is clean and tidy.
• Assist with boardroom set-up for in person/hybrid meetings, including catering and clean up.
• Responsible for managing issues within the office such as cleaning, lights, heat, storage, washroom issues etc.
• Responsible for cleaning of espresso machines, loading/emptying dishwashers, monitoring and emptying fridges on a regular basis.
• Responsible for restocking beverages and snacks, and monitoring and tracking cost-effective inventories.
• Assist with managing office supply vendors, managing expenditures, liaising with maintenance staff and maintaining detailed record of purchases and maintenance.
• Ordering of business cards for all North America locations.
• Ordering and maintaining all office stationary and cleaning supplies.
• Maintain clean, tidy and organized mailroom, cupboards, and storage rooms.
• Maintain inventory of task chairs make, model and location allocation. Order new chairs as needed.
• Organize annual office initiatives Take Our Kids to Work Day and Purdy's Group Purchase Program.
• Supervision of maintenance work, occasionally outside of regular office hours
• Support with day to day and ad-hoc requests as required.

Support Office Administrators and Executive Assistants

• Support Assistants with projects, events, printing and scanning projects, meeting room set-ups, catering, and other tasks as needed.

Corporate Events

• Support the various office committees and events as needed, occasionally outside of regular office hours.

Methanex Vision and Values

• Contributes to the organizational vision of Global Methanol Leadership and “one-team”. As a team member demonstrates the core values of integrity, trust, respect and professionalism.
• Demonstrated through feedback from team and leaders.
• Undertakes all aspects of the role through living the Methanex values.

Responsible Care

• Conducts all business in a manner which supports the Responsible Care® ethic.

Position Qualifications

• Experience in a corporate office environment.
• Strong interpersonal skills, verbal and written communication, organizational and time management skills.
• Proficiency in Microsoft Office programs i.e.: Outlook / Word / Excel / PowerPoint / SharePoint / Teams.
• Flexible and adaptable, with ability to deal professionally with variety of people.
• Self-motivated and independent, with initiative and high energy level.
• Strong customer service focus and team player.
• Demonstrated ability to manage multiple tasks concurrently and consistently meet deadlines with attention to detail while working both independently and with a team.
• Experience in handling emergency situations.
• Considered an essential in-office role and an essential service role in emergency situations. May be expected to deal with logistics in person during crisis situations.
• Ability to move boxes or heavy objects in a safe manner; occasionally crawl under desks/meeting tables, and climb ladders.