Scope of the Position

The Receptionist is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner. Including greeting and screening visitors, answering and referring inbound telephone calls to the appropriate individual. They must ensure that inquiries over the phone or in person are being addressed in a prompt and courteous manner. They are responsible for handling and distributing incoming mail, email and faxes. They are also responsible for any other duties that are assigned to them by management.

Major Responsibilities

• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Answer telephone calls and direct callers to the correct person or voicemail and/or takes messages.
• Ensure coverage of phones and reception desk at all times.
• Respond to e-mail, faxes and in-person inquiries from customers, business partners, and other parties and refer all inquiries to the appropriate individual, or department across the organization.
• Accept and open inbound mail and shipments and distribute to appropriate individual or department across the organization.
• Ensure the reception area is kept in a tidy and presentable manner.
• Check emails and faxes and distribute to employees.
• Mail invoices daily – seal and stamp envelopes.
• File invoices, credits, Inter Branch Transfers, cancelled orders, and reprinted orders accordingly.
• Data entry
• Keep inventory of the office supplies, and place orders when supplies are running short.
• New duties may be added to this description with proper explanation at any time.

Skills and Qualifications

• Previous experience working in an Administrative Role
• Responsible and reliable
• Ability to multitask and prioritize
• Excellent organizational skills
• Excellent communication skills, both written and verbal
• Money handling skills
• Excellent telephone manner
• Polite and personable
• Clerical and numerical accuracy
• Pleasant and courteous
• Good team player, contributing to a pleasant and effective atmosphere

A Few reasons why it’s great to work for us

• Must be polite and personable and have excellent telephone manner
• Previous experience working in a front line administrative role
• Responsible, reliable, organized and ability to multitask
• Excellent communication skills, both written and verbal
• Team player, contributing to a pleasant and effective atmosphere