Receptionist

at  Zeifmans

ABOUT US

Zeifmans is a tax, accounting and consulting firm that understands clients’ needs and the full range of solutions available. We work within the rules to make the rules work for our clients. We give straightforward, intelligent advice that consistently adds to our clients’ bottom lines.

SUMMARY OF EXPERIENCE

• 1+ years of experience as a receptionist, preferably in a dynamic corporate environment.
• 1+ years of professional office administration experience.
• Experience using a multi-line switchboard, an asset.

REQUIREMENTS:

• College or post-secondary degree, a Certificate or Diploma in Office Administration, an asset.
• Excellent interpersonal, oral and written communication skills.
• Ability to prioritize and handle multiple requests at once with strong organizational skills.
• Team player, with willingness to support the administrative team, as required.
• Proficient use and understanding of Microsoft Office

• Direct all incoming calls on the switchboard professionally and efficiently by appropriately transferring calls, taking messages or sending calls to voicemail as appropriate.
• Greet and ensure visitors are guided to pre-booked boardrooms and notify staff of their arrival. Offer and provide beverages to visitors while they wait for a Partner or staff member.
• Receive, resolve or forward client and staff feedback to appropriate parties.
• Ensure the main reception, meeting rooms and guest lounge areas are kept clean and tidy at all times. Observe and notify office management of any maintenance or repairs required.
• Manage in/outbound faxes, by timely forwarding of all communications to appropriate parties.
• Handle all incoming/outgoing couriers, storage boxes and mail while ensuring company policies and procedures are followed with special attention to time-sensitive and confidential packages, including copying and distribution. Track all storage box transfers, courier costs by department and ensure shipping supply stock is adequately maintained.
• Assist with meeting scheduling, including booking of boardrooms, arranging lunch or beverage services if required, while maintaining a clean and tidy environment.
• Support daily lunch order coordination by placing daily orders and food delivery services.
• Attend reception during regular office hours of Monday to Thursday, from 8:30am to 5:30pm, and Fridays from 8:30am to 3:00pm and during extended tax season hours, generally in March and April, on Monday to Thursday, from 8:30am to 8:00pm, Fridays from 8:30am to 3:00pm and Sundays from 10:00am to 4:00pm.
• Maintain daily contact and building attendance listings.
• Support the administration of Client Practice Management files, including accurate data entry and maintenance of Client billing and details, including scanning and uploading documents to ensure electronic files are current and accurate.
• Organize and maintain client paper files, whether located in-office or off-site.
• Assist with other administrative or facilities duties, as required.