THE OPPORTUNITY:

The Receptionist is the first point of contact for clients and colleagues in the office, responsible for the smooth running of the reception area and support all businesses on site in all administrative and organizational matters.

• Ensure all incoming calls are answered promptly, in a courteous and professional manner, prioritizing as appropriate
• Log and greet all visitors, including clients, delivery persons, maintenance workers, etc. to ensure proper security is in place
• Book meeting rooms and manage their logistics including general set up/cleanup of rooms, catering requests, liaising with Technology Services for video conferencing requests
• Procurement and Resource Management: Handle procurement of office and pantry supplies, taking ownership of inventory management to ensure resources are available, used efficiently, and managed cost-effectively. Done by receptionist
• Handling of incoming and outgoing mail and packages, and large mailings
• Assist with activation of badges, photos and induction documents for new hires
• Act as key operator of copy, fax, binding, shredding, and kitchen appliances
• Undertake training in office equipment and operation as necessary for other staff
• General and preventive equipment maintenance including coordination of repairs
• Daily maintenance of office space ensuring the office always remains as a safe and productive working environment liaising with contracted cleaning services as needed, and enforce the firm clean desk policy
• Assist with facilities and equipment set up for meetings and firm functions
• Work effectively with all departments to handle requests and to fulfil common goals in a proactive and customer service manner
• Assist with storage of fiscal/expenses/contract documentation
• Support the Office Services Specialist to ensure compliance on Health and Safety / First Aid kits