Administrative Assistant / Receptionist

Receptionist Position

We are looking for a receptionist to be responsible for greeting clients and visitors to our office and maintaining our office operations. This position will be in charge of various office and administrative tasks.

To be successful in this role, you will need excellent written and verbal communication skills, as well as competency in Microsoft Office applications such as Word and Excel. Prior experience as a receptionist is also helpful.

Responsibilities :

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately with a positive and helpful attitude
• Answering screening and forwarding incoming phone calls
• Receiving, scanning, sorting and distributing daily mail / packages and bringing them to the post office when needed
• Handling all incoming / outgoing FedEx packages such as postage / labels
• Ordering front office supplies, restocking drinks and caf items daily, and keeping inventory of stock
• Liaise with office / maintenance vendors for support when maintenance is needed
• Collating and updating staff lists, overseeing offices and contact details regularly
• Keeping updated records of office expenses and costs
• Maintaining and updating conference room calendars and scheduling meetings as needed
• Preparing meeting and conference rooms. Making sure all necessary IT equipment is working before meetings
• Managing agendas, travel plans and appointments for upper management
• Gathering and sending out weekly and monthly reports for various departments
• Assisting accounts payable with invoicing and data entry tasks scanning invoices into system
• Performing other clerical receptionist duties such as printing, filing, photocopying, transcribing and faxing
• Assisting colleagues whenever there is an opportunity to do so

Qualification :