ESSENTIAL DUTIES AND RESPONSIBILITIES
This position is responsible for performing a full range of secretarial and administrative duties.
This position reports to the Operations Manager
EXAMPLES OF WORK
Listed examples are illustrative and representative of the tasks required of this position and are not intended to be complete or exclusive.
RECEPTION DUTIES :
Answer all telephone calls. Receptionist must be available to greet and sign in clients and colleagues
Open and distribute mail, packages and courier deliveries to final point of contact
Arrangement of lunches for on-site events, client meetings, training and seminars. Upon request
Responsible for ordering office supplies when requested
Responsible for ordering kitchen supplies when required
Responsible for the collection of cheques, maintenance of cheque log and ensuring it is sent to our Montreal Credit and Collections department for submission to the bank.
Responsible for the telephone directory list and keeping it updated if new employees arrive or leave.
ADMINISTRATIVE DUTIES :
Preparation of urchase orders using the MRP system
Data entry, collection of information related to purchase orders, tracking of site expenses etc.
Assist with forecasting and month end reports
Assist with receiving product and invoice coding and approval
Setting up conference room(s) for visitors and in-house meetings
Ensuring that project files are maintained appropriately
Prepare courier / air / ocean shipping paperwork including Bills of Lading, Airway Bills, Customs Docs.
Maintaining a high level of confidentiality and using discretion when necessary
Participating in the development and implementation of business goals and objectives
Performing other work as required
EDUCATION & EXPERIENCE
High school diploma or equivalent
4-6 directly related experience
KNOWLEDGE, SKILLS and ABILITIES
Excellent customer service skills
Excellent communication skills in both verbal and written format
Excellent organization and time management skills
Effective business writing an composition skills with a good command of the English language
Ability to analyze and problem solve
Ability to work independently in a fast-paced, multi-tasking environment
Ability to type quickly and accurately
Microsoft Office software expertise
This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.