Office Administrator

at  Designers Carpet One

SUMMARY

Reporting to the Office Manager, the Office Administrator is responsible for ensuring a welcoming environment for visitors in the office and for supporting the Office Manager by being the first point of contact for incoming phone calls and emails. This position will ensure it offers the best service to customers and employees.
Designer’s Carpet One is family owned and operated for more than 13 years, we are known for our superior customer service and professional staff. We are well known for having the most extensive and highest quality selection of flooring in the greater Toronto market. We believe in creating a family friendly work environment, one where each person is an integral member of the team, yet responsible for his or her own results and earning potential. We are proud of our heritage and would like to find an individual who will excel and prosper in a fast paced retail environment becoming a valued member of our team.

REQUIREMENTS

• MUST HAVE relevant experience in a receptionist or administrative assistant position
• Secondary education is required
• Demonstrated professional attitude with a high degree of integrity and diplomacy
• Maintain confidentiality of all information and data
• Excellent people and customer service skills
• Excellent communication skills (written and verbal)
• Self-motivated and able to work with minimal supervision
• Strong attention to detail and understanding who can help with specific customer needs
• Must exhibit professional and polished telephone manner
• Ability to handle multiple tasks at once, work under pressure, and meet deadlines
• Highly organized and detail focused
• Timeliness and professional demeanor with customers

• Manage the front office and actively monitor to receive visitors at the front desk by welcoming, directing and announcing them as appropriate.
• Follow office workflow procedures to ensure maximum efficiency
• Prioritize to Insurance new jobs, schedule site visit, Knowledge emails, schedule flooring selection, qualify customer for showroom selections
• Working with project manager regarding sketches etc.
• Answer incoming phone calls and directing them to the appropriate person as needed in a courteous and professional manner and take clear, concise messages when required
• Strive to minimize the amount of time customers are placed on hold
• Provide exceptional customer service to customers coming into the office
• Reply to email inquiries in a timely manner
• Perform administrative duties as required
• To pick up and sort internal mail
• To stamp, deliver and maintain mail machine for external mail
• To prepare packages and arrange courier pick up
• To arrange meeting room schedule and bookings
• To update phone and distribution lists
• To maintain a clean, safe, fully stocked and well-organized reception area
• To assist with small projects as required by other administrative support (i.e. labels, bulk mailing, etc.)
• Building estimates and arranging appointments for measurement and email installation schedule to customers
• Following up with customers to resolve any issues and to keep them informed