ROLE MANDATE:
The Receptionist/Operations Assistant is responsible for greeting executives and senior managers of the organization, external vendors, executive contacts of clients (including CEO’s and CFO’s), prospects, potential candidates for hire, and internal personnel providing a critical first impression and setting the tone for a positive, friendly, efficient, accurate, and professional image of the Bank. The receptionist coordinates all logistics related to meetings or interviews and ensures all parties are kept apprised of schedules and locations. Monitors and ensures that all established administrative and operational processes and control standards are followed, contributing to the effective and efficient operation of the business group. Given the significant exposure to a broad range of contacts, this role is a critical first and lasting impression of the business and directly impacts all relationships.
SPECIFIC ACCOUNTABILITIES:
1) General Office Administration/Operation Accountabilities:
• Greet all clients, prospects, external contacts, interview candidates, and other senior members of the organization.
• Coordinate all boardroom reservations for all internal and external meetings and schedule logistics to ensure visitor business requirements and needs are addressed.
• Coordinate all visitor office and workstation requests.
• Coordinate the maintenance of all Temporary Security Passes. Communicate with Operations Manager when temp passes have not been returned in a reasonable amount of time. Ensure there are always enough passes and that records are up to date.
• Answer incoming phone calls determining caller’s needs and directing to the appropriate department/person. Effectively and courteously handle client inquiries/requests with appropriate service.
• Maintain the general appearance of the reception area and break room. Display a professional, experienced and knowledgeable image when addressing clients.
• Effectively match client inquiry/request with appropriate service area. Maintain client confidentiality. Manage and successfully deliver against well communicated deadlines.
• Prepare and dispatch outgoing mail and courier packages and interfaces with selected couriers to ensure packages have been delivered within established time frames.
• Maintain and monitor public meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation, as needed or requested by Admin Assistants
• Function as first point of internal contact for frequently asked questions and other inquiries. Direct requests to the appropriate area/ person in a helpful and professional manner.
• Place various premises tickets with Corporate Real Estate/Building Management for basic requests regarding temperature (hold/cold), light bulb replacements, washroom requests. Ensure that you are providing accurate cost center information for each ticket.
• Perform a variety of general clerical tasks such as filing and printing documents.
• Order and maintain all supplies. Organize and tidy supply area as needed.
• Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
• Coordinate and resolve issues with internal and externals vendors and service providers.
• Screens telephone calls and responds to routine inquiries.
2. Auditing- Ensures that tracking meets established standards but will escalate for resolve as appropriate.
• Monitoring- Reviews tracking in reports. The incumbent has the authority to collect or be provided with the required information to enable tracking to be done but escalates resolve if analysis suggests action is required.
• Advisory- Provides advice or suggests how to follow standard processes. Provides resolution on all administrative or operational matters of a non-controversial nature.
• Autonomy- Works fairly independently to accomplish tasks within scope of job that lead to outputs of others.
• Decision Making- Makes low-complexity decisions in fielding phone calls, coordinating meetings, managing calendars, and in responding to non-controversial inquiries.
3. Security – Ensure to effectively and diligently track temporary security access cards.
• Effectively escalate any security complaints or potential breaches.
CROSS-FUNCTIONAL RELATIONSHIPS:
Has some interaction with various internal LOBs or other internal support groups to accomplish administrative or coordination tasks.
• May interact with vendors depending on unique requirements of the business unit.
• Interacts with several senior managers to accomplish administrative and operational task
KNOW
SKILLS
• Proficient at secretarial and administrative tasks.
• Detail oriented, organized, and able to manage time and multi-task to accomplish a wide variety of tasks.
• intermediate level PC skills (MS Office: Excel, Word, PowerPoint, Outlook; web browsers).•Good communication skills, both written and verbal..
• Ability to learn about the organization and the supported business unit’s uniqueness and then use this knowledge to carry out accountabilities.
• Ability to work both independently, as well as part of a cohesive team
• Ability to deal with confidential materials in an appropriate manner
URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.
The recruiter in charge of this role is Prakash.
If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.
Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!
Please note: Adherence to our end client’s vaccination policy is a requirement.
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