Interior Design Office Assistant
Momentum Interiors - Kelowna, BC

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High End Interior Design firm located in central Kelowna, BC seeking a Office Assistant. The successful candidate for the position will be an individual with strong attention to detail, follow up skills, high professionalism.

The candidate will also possess a strong interpersonal skills and professional demeanor. Exceptional organizational skills are essential.

Schedule

Monday-Friday
20-24 hours a week (PT)
Between 8:30am – 5:00pm

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Complete forms in accordance with company procedures.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Mail newsletters, promotional material, and other information.
  • Maintain scheduling and event calendars.
  • Make copies of correspondence and other printed material.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Coordinate conferences and meetings.
  • Establish work procedures and schedules, and keep track of the daily work of clerical staff.
  • Learn to operate new office technologies as they are developed and implemented.
  • Manage projects, and contribute to committee and team work.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Order and dispense supplies.
  • Prepare and mail checks.
  • Provide services to customers, such as order placement and account information.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

QUALIFICATIONS

  • Must have excellent verbal and written communication skills.
  • Ability to perform data entry in a computer and extract information on orders.
  • Ability to work independently and under pressure to meet deadlines and sales objectives. Must have the ability to multi-task.
  • Must have excellent time management and follow-up skills.
  • Requires intermediate knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
  • Must have a high level of energy; be as self-starter, and have a strong customer service and relationship orientation.
  • Must present a professional presence and demeanor that is reflective of a corporate image.

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