The Receptionist is responsible for the professional and friendly receiving of all callers and visitors to H.M.M., and performs various administrative work for all departments of H.M.M.
Responsibilities:
Manages reception area by greeting and meeting visitors and answering phone calls, providing information, and referring visitors/callers to appropriate individuals.
Answers telephone calls in a professional manner and provide information and/or redirect the caller to the appropriate department. Takes and convey messages.
Provides prompt, accurate and courteous turnaround on requests.
Processes incoming and outgoing mail, couriers and faxes as appropriate.
Maintains and orders general office supplies and monitors inventory - includes ordering required repairs of all equipment, stationery etc.
Maintains general administration files to ensure compliance with internal business processes and requirements and quick retrieval of materials.
Perform general administrative tasks such as photocopying, faxing, and filing.
Assists in the upkeep and maintenance of the office facilities, furniture and equipment and housekeeping issues with janitorial service, IT provider, etc.
Forwards website information & customer requests as appropriate.
Schedules appointments, preparing meeting documents, and manages employee calendars.
Assists other employees in handling overflow work, and may be called on to stand in for absent employees in an administrative capacity.
Ensures phone system is equipped with appropriate voicemail and auto-answer messages.
Prepares meeting room and clean after meetings have occurred.
Qualifications:
Post-Secondary diploma, ideally in administrative services or a related field.
Minimum of 1 year working in a reception or administrative support role.
Advanced knowledge of Word, Excel and Outlook.
Excellent verbal and written English communication skills.
Customer Service approach to servicing all internal and external customer.
Strong inter-personal, organizational and co-ordination skills with the ability to effectively manage time, priorities, issues and multiple tasks.
Diplomatic, detail-oriented and flexible with various work assignments.
