Receptionist

Smith + Andersen•Calgary, AB

2h•Onsite

About The Position

The Calgary office of Smith + Andersen is currently seeking a Receptionist / Administrative Assistant. This role involves being the friendly face of the company to visitors, managing multi-phone lines, directing calls, greeting guests, announcing visitors to appropriate team members, and managing office assignments. The ideal candidate is highly organized, able to prioritize tasks, a team player with excellent communication skills, and seeking an opportunity to work in a dynamic environment.

Requirements

Previous reception and/or administrative experience within a professional office environment
Proficient in all Microsoft Office Suite.
Strong written and verbal skills to communicate with professional etiquette when interacting with all levels of the organization, clients and visitors.
Prepare clear, accurate written communications and respond to routine inquiries with a professional, service-oriented approach.
Excellent interpersonal and customer service skills.
Highly organized and detail oriented.
Able to work independently with little supervision, as well as part of a team.

Responsibilities

Greet and direct clients, vendors, service providers and individuals for in-person appointments or meetings. Monitor visitor access and notify employees of visitor arrival.
Answer telephone inquiries, take messages, direct calls and place outgoing calls.
Manage boardrooms including monitoring rooms using outlook calendar and assisting with room setup. Assist in arranging meetings and continuously review calendars to ensure meeting rooms not over booked.
Maintain and organize calendar of appointments and events, including employee sign-out calendar.
Coordinate mail flow in and out of the office. Prepare mail to be sent out; including postage. Check and distribute incoming mail daily. Arrange couriers and parcel passes; send packages daily and update shipping logs.
Distribute travel and parking vouchers such as train tickets, parking passes and taxi chits.
Update internal databases with business contact and new employee information.
Monitor the use of equipment such as cameras, thermometers, etc. Ensure items signed out have been returned and are in good working condition.
Maintain and order office and kitchen supplies including stationary, snacks and drinks, cleaning materials and PPE.
Process supply orders regularly to ensure inventory is maintained; receive supplies, unpack and check order for accuracy.
Perform general clerical duties as needed; such as maintaining general office area; including meeting rooms, printer rooms, supply rooms and kitchens.
Assist with new hire desk setup.
Become an active member of internal administrative teams, including Joint Health and Safety team, Office / Client event team and IT team.
Provide additional office and administrative support to other work groups as requested.