JOB OVERVIEW

Since 1970, Vacuum Specialists has been Calgary’s top choice for residential, commercial, and industrial vacuum cleaners. As a family-owned business, we pride ourselves on delivering exceptional service to our community. We are now seeking a dedicated and detail-oriented Office Administrator & Receptionist to join our team for the long term.
The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing administrative tasks, supporting team management, and maintaining effective communication across departments. This position requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
As the Receptionist at Vacuum Specialists, you will be the first impression of our company—welcoming customers and visitors with professionalism and warmth. This front-line position is ideal for someone who is personable, organized, and committed to delivering excellent customer service in a fast-paced environment.

QUALIFICATIONS:

• Previous receptionist or front desk experience preferred
• Excellent verbal communication and customer service skills
• Professional appearance and demeanor
• Able to multitask and remain calm under pressure
• Comfortable with phone systems, email, and basic computer tasks
  The Office Assistant will provide essential support to our administrative and operations teams, helping to keep daily office tasks running smoothly. This behind-the-scenes role is suited to someone who is detail-oriented, proactive, and efficient with clerical duties.

QUALIFICATIONS:

• 1–2 years of office or administrative experience preferred
• Basic knowledge of MS Office (Excel, Word, Outlook)
• Experience with invoicing systems or bookkeeping software is a plus
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• High level of attention to detail and accuracy in all tasks.
• Creativity and experience in managing email and social media campaigns.
• A candidate looking for a long-term position with high potential for growth within the company.

KEY RESPONSIBILITIES:

• Greet and direct customers and guests in person and by phone
• Manage the main phone line: answer inquiries, take messages, transfer calls
• Maintain a tidy and welcoming front desk and reception area
• Support daily customer walk-in traffic and provide basic product or service info

KEY RESPONSIBILITIES:

• Organize and maintain files, records, and inventory logs
• Perform data entry for sales orders, invoices, and internal databases
• Assist in processing returns, warranty claims, or online orders
• Support bookkeeping tasks such as invoice matching or basic reconciliation
• Order and manage office and store supplies