Be the face of the firm at the reception desk each day in the Victoria office, welcoming all visitors, establishing rapport, ensuring office comfort and direct to the appropriate contact.

- Keep a detailed sign-in/sign-out log for all visitors and contractors.

- Co-manage the reception email inbox with the Vancouver Reception + Office Services Assistant, responding promptly to all emails or redirecting them where necessary.

- Receive and direct all incoming calls appropriately and answer general inquiries in a courteous and expeditious manner.

- Manage all boardroom bookings and room set up and takedown including ensuring all catering and audio-visual requirements are satisfied.

- Providing support to the administrative team with catering for internal and external meetings, including initial order placement, menu review, and delivery.

- Ensure the office, boardrooms, and kitchen are kept tidy, stocked, and presentable, by ensuring dishes are clean, running and loading/unloading dishwashers and maintaining current recycling standards neatly organized.

- Manage and maintain the weekly office order, e.g., coffee, fruit, and other supplies.

- Curate the Victoria office care amenities and first aid kit, propose new ideas, and order and restock supplies.

- Organizing weekly team lunch providers and sending out options to the Victoria team in advance,coordinating set up in the kitchen on arrival.

- Receiving and storing deliveries and conduct mail runs when necessary.

- Collect, open, date stamp, scan and save mail into the firm’s document management system and distribute to addresses daily.

- Send, manage and maintain an electronic copy of all outgoing mail.

- Manage incoming and outgoing couriers within requested timeframes, keep accurate records and ensure follow through.

- Maintain standardized reception, courier, visitor, catering, supply-ordering, and office-opening or closing procedures.

- Provide reasonable backup for shared reception inboxes and office-services processes.

- Maintain and update the Reception Manual and ‘How To’ guides.