Receptionist and Office Assistant - Onsite

at  HomeEquity Bank

WHO WE ARE

HomeEquity Bank is a Schedule 1 Canadian chartered bank and the leading national provider of reverse mortgages, with a growing portfolio. As the only bank solely dedicated to serving homeowners 55 and up, we’re passionate about helping Canadian homeowners live retirement on their terms. We live that commitment every day, with a range of reverse mortgage solutions that include our flagship CHIP Reverse Mortgage™ product.

POSITION SUMMARY

Are you a friendly, approachable person who thrives on taking care of people, space, and details?
The role of the Receptionist and Office Assistant at HomeEquity Bank will welcome guests, route calls, and provide other general reception and administrative support services, while also taking care of our office environment and employee services (such as our healthy snack program).
Daily activities will vary based on the needs of the business, and in this role, you’ll need to be flexible, reliable, and have a demonstrated ability to juggle multiple priorities in a customer service-oriented organization.

SKILLS AND EXPERIENCE REQUIRED

Qualifications

• A Community College Diploma at minimum
• 5+ years of work experience, preferably in Reception or Office Administration
• Demonstrated experience using MS Office Applications including Teams, Excel, Word, and PowerPoint

Attributes

• Exceptional customer service and communication skills, both verbal and written; French is an asset, but not required
• A demonstrated ability to work in a friendly, professional manner with colleagues, clients and other guests, and suppliers
• A problem solver who is flexible and adaptable, has great attention to detail, and can prioritize tasks effectively
• Can work independently and also collaborate with others to work effectively in a team environment
• Comfortable operating in an environment that may have multiple interruptions and distractions through the day

Working conditions unique to job

• Corporate office environment
• High standards of cleanliness and organization
• As an essential role at HomeEquity Bank, the incumbent is required to be available to work in person at the corporate office, 5 days per week
• Must be able to lift and carry boxes of various weights up to 23 kgs

Administrative services

• Perform reception duties including answering phones, greeting all visitors, and facilities activities
• Provide administrative and general support with regular tasks, and assist other staff with overflow work, including word processing, report review, data entry, filing, etc.
• Work in partnership with the General Office Administrator to provide daily support and back up with incoming and outgoing mail, requests, and courier services, as needed

General office services and purchasing

• Coordinate meetings as required, and prepare, tidy, and organize meeting rooms daily
• Assist with general facilities-based activities and events
• Arrange catering services where necessary
• Ensure the office kitchens are organized, stocked, and efficiently maintained daily
• Keep inventory of all office supplies including stationery and kitchen supplies, and re-ordering as required.
• Provide ongoing review and assessment of current and proposed vendors/suppliers to ensure that purchases are cost effective and timely
• Order services, make purchases and maintain relationships with vendors that provide office services to the Bank. (i.e., couriers, catering, stationery, food and beverage supplies, plants, cleaning, etc.).
• Reconcile vendor invoices and submit for approval for payment, plus track expenditures to budget
• Coordinate with IT regarding the maintenance of office equipment including copiers, mail machines, phone systems, and any ensure service calls are completed in a timely manner.

Facilities services

• Liaise with building management on issues affecting the safety, wellbeing, and comfort of employees, and escalate where required
• Manage security access cards and control entry to the office
• Take an active role and support activities related to the Joint Health and Safety Committee