Receptionist

To provide a professional, efficient, effective and welcoming reception and business administration service. As part of the wider Human Resources team, provide administrative and practical support to the business, ensuring high levels of confidentiality, accuracy and efficiency at all times, while ensuring both internal and external customers are served in a professional manner.

Essential Responsibilities

• Answer phones and transfer to appropriate staff member.
• Coordinate and maintain key records of office personnel, such as cell phone numbers and company credit card numbers.
• Set-up and coordinate meeting spaces and attendee list as may be required.

• Coordination, planning and set up of company/location events (holiday luncheons, blood drives, service awards, employee engagement activities, etc.).

• Help se-up accommodations for company visitors.

• Greet visitors and announce them appropriately in a professional, polite and timely manner.
• Manage front-end security by following procedures, monitoring Traction Guest system, issuing visitor badges, and reporting suspicious activity.
• Sort and distribute incoming mail, prepare outgoing mail, organize courier deliveries and accept and sign for packages.
• Maintain all phone/address lists for all divisions and locations.
• Maintain the Reception Manual to ensure up to date and accurate job functions.
• Prepare correspondence, documents, update databases, spreadsheets, photocopy, fax and other special projects when assigned.
• Monitor, control and order office supplies.
• Maintain safe and clean reception area by complying with procedures, rules, and regulations.
• Track Power of One employee program, complete with receiving approvals and preparing certificates.
• Responsible for the duties outlined in the Emergency Evacuation Procedure.
• Ensure back up when absent from reception desk.
• Other duties as assigned.

Minimum Qualifications

• Minimum level of a High School Diploma or Equivalent High School Education Certificate (GED) is required.
• 2-3 years Reception experience preferred although not required.
• Intermediate level computer skills in MS Office products including Outlook, MS Teams, Excel, Word, PowerPoint and other programs.
• Oracle systems experience is an asset.
• Accurate and efficient typing skills.

Skills, Abilities & Other Requirements

• Sees the world through the eyes of our customers (internal and external), understands their needs, exceeds their expectations and establishes and sustains relationships.
• Balances interests of a variety of customers; readily readjust priorities to respond to pressing and changing demands.
• Believes and displays through actions that our customers represent our current success and remain vital to our future growth.
• Works across organizational and global boundaries, creatively utilizing a multitude of resources.
• Provides timely and accurate information to key stakeholders.
• Use email and other electronic communications appropriately and effectively.
• Is proficient in a variety of communication styles and uses the appropriate style that suits the message and the audience.
• Demonstrates tact and diplomacy in dealing with others.
• Maintains composure under stress and utilizes prioritization skills to respond effectively.
• Responds professionally under all circumstances.
• Conscientious, thorough, accurate, and reliable when performing and completing job tasks.
• Able to solve small problems with little input and supervision.
• Ability to protect and manage private and confidential information and displays good judgement.
• Represents organization in an ethical and professional manner.
  Detail oriented with a critical degree of accuracy regarding data entry and analysis.

Working & Environmental Conditions

• Temperature controlled working environment.
• Job requires working in an office setting. 
• Working in front of a computer for the majority of the shift.
• Shift: Monday -Friday 7:30am-4:00pm
• Maintaining body equilibrium and agility to prevent falling when walking, standing, crouching, ascending or descending stairs.
• Bending the body at the waist, the legs at the knees, and extending arms and hands in any direction in a repetitive manner.
• Using upper extremities to apply or exert a force up to 20 lbs.
• Typing or applying pressure to an object with fingers and palm.
• More Information

This job description outlines the essential functions of the job and does not contain a comprehensive list of all possible responsibilities, tasks, and duties.