Job Description

• Maintains receptionist area of the building and will manage the reception role should a receptionist be employed.
• Greets internal and external guests and provides direction as needed.
• Maintains visitor communications including announcements and visitor registry.
• Answers incoming phone calls and attempts to provide support or directs calls to appropriate department member.
• You will perform a full range of duties to support the Managing Director, and on occasion other members with such as; maintaining calendars, managing telephone calls, communicate with internal and external clients, completing expense reports, booking domestic and international travel, as well as preparing routine correspondence, interoffice memoranda, etc.
• The role will compose a variety of routine and non-routine correspondence, and collect and compile data for inclusion in reports or presentation materials.
• Prepare charts, graphs, or tables as necessary.
• Write and edit letters; exercise judgment, act decisively, and maintain confidentiality.
• The incumbent will use broad knowledge of company policy, organization, and operations to proactively priorities, plan, and schedule activities with other executives, key personnel, and outside business contacts.
• Sorting, filing, and cross referencing of materials and documents.
• Establish filing systems, if/when needed, manage the inbound and outbound post.
• Assist with scheduling and reserving space for meetings and visitor offices.
• Coordinates food and beverage service for meetings within the building.
• Assist with ground transportation, baggage storage, and other visitor needs.
• Maintain all building standards by keeping track of regular maintenance schedules, and booking required service of building maintenance.
• Keeping records, logs and service dates in order, whilst recommending needed facilities upkeep with proper costs.
• Liasing with all contractors to coordinate work required to repair, upkeep or standardize building operations, aligned with all government codes.
• Be the main point of contact for regular service providers of security, cleaning and canteen facilities, perform some light repair and call for repairs when needed.
• Assist with procuring office and kitchen supplies.
• Stocking and maintaining inventory levels of all office, department, canteen and kitchen supplies.

Competencies

• Attention to Communication
• Concern for Quality
• Exceeds Customer Expectations
• Passion for Growth
• Teamwork

Required Knowledge, Skills, and Abilities

• High School Diploma or equivalent
• 4+ years clerical experience and/or customer service
• Strong communication and organizational skills
• Intermediate experience level with Microsoft Excel, Word, and PowerPoint applications
• Excellent organizational and time management skills with the ability to meet or exceed multiple concurrent deadlines.
• Excellent verbal and written communication skills