POSITION OVERVIEW

The Receptionist is the “face” of Jacob Bros and is responsible for initial contact with internal and external clients in person at the Jacob Bros head office or by telephone. This position is considered to be focused on customer service.

REQUIRED QUALIFICATIONS

• One (1) or more years’ experience in an administrative role for a general contractor, sub-contractor, or engineering firm is preferred
• Diploma or Undergraduate Degree in Business Administration or related field preferred
• Strong communication skills (written and verbal) and business acumen
• Proven track record of strong organization skills with great attention to detail
• Proven track record of superior multi-tasking and time management skills
• Proficiency with Microsoft Office – Outlook, Excel, and Word
• Pleasant/outgoing personality

• Answers incoming telephone calls and routes them to staff or takes messages
• Welcomes clients at front desk and answers or refers inquiries to appropriate individual
• Maintains telecommunication system by following manufacturer’s instructions for phone and console operation which includes training in-house staff
• Updates and distributes staff contact list on a regular basis
• Orders new and replacement corporate fuel cards and BC Ferry cards
• Orders company business cards and maintains stock at reception
• Takes care of all BC Ferry reservation requests for staff
• Manages meeting room bookings through Outlook
• Arranges inbound/outbound courier packages including cost coding for A/P
• Prepares incoming and outgoing mail and maintains postage meter
• Prepares project files, labels, and tabs and maintains project filing
• Provides corporate standard telephone greeting for new employees
• Prepares and collates documents as requested by estimating manager or project managers
• Updates employee/client contact information for photocopiers, arranges service calls, reports monthly counts, and orders toner and waste cartridges
• Orders office supplies for Surrey office and project sites, (upon request) includes organization and inventory control
• Assigns project/personal mail slots at Surrey office
• Ensures the reception area is clean and tidy
• Maintains first floor Surrey office coffee machines and lunch room area
• Arranges the “bell ringing” as required
• Ensures items on Surrey office lunch room bulletin board are current and pertinent
• Updates Receptionist manual detailing the requirements of this position on a regular basis
• Other administrative duties as requested by Administrative Supervisor