DESCRIPTION
Job Overview:
As an Receptionist and Office Assistant you will be part of the Central Support Team. This will include specific coordination and administrative responsibilities related to our operations specialists’ teams, while supporting regional leadership in their goal to strengthen processes, reporting, documentation, and adoption of the specialized teams and processes.
Your Responsibilities:
- Answer incoming calls and route them to the appropriate party
- Handle all matters at the front desk
- Greet and direct visitors where to go and notify associates of their arrival
- Create and update a daily visitors list
- Act as the liaison between FirstService residential associates, building management and all external stakeholders
- Sort, log, scan and distribute incoming mail and packages
- Set-up and break down events and meetings held in the office or conference room.
- Coordinate and schedule meetings for the various departments by booking conference rooms and workstations.
- Assist with planning and coordination of company events as needed.
- Maintain the shared staff time off calendar.
- Maintain office areas in a neat, professional and orderly fashion.
- Resupply all copiers with toners, waste toners, staples and paper and be available to assist with any jams and/or printer/copier issues that may arise
- Handle all incoming packages and preparation of outgoing packages.
- Sort, log and distribute incoming mail and packages
- Log and track incoming messenger envelopes and parcels that require signatures from multiple carriers (UPS, FedEx, DHL, Certified Mail, etc.)
- Sort, weigh and stamp outgoing mail
- Assist associates with mail related inquiries, clerical work and bulk mailings
- Assist with the movement of office furniture and files when needed
- Files and scans of various documents to internal system as needed
- Ensures all safety precautions are followed while performing work.
- Stock and maintain inventory of all office supplies and printer toner
- Manage email account, respond, distribute and escalate emails dependent on level of tier
- Provide administrative support to the Executive team by assisting in special projects and/or initiatives as needed.
Skills & Qualifications:
- Two years of experience in administrative office functions including data entry, internal/external communication and task prioritization. Experience in high volume processing highly preferred.
- Associate Degree or combination of education, experience and training.
- Critical thinking, problem solving, judgement and decision-making abilities are necessary.
- Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
- Ability to work with sensitive and/or confidential information.
Physical Requirements:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
- Must be able to drive - Some local travel by personal vehicle may be required
- Must be able to sit and stand for extended periods of time.
- Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
- Must have finger dexterity for typing/using a keyboard.
- Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
- Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
- Capable of working extended hours, to include evenings, weekends and holidays as necessary.
- This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
- Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
- Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
- Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties
The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
Compensation: $19.00 - $20.00 per hou
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