Receptionist Needed to work in Canada by MedCare Aesthetics 

Key Responsibilities:

• Greeting Visitors and Clients:

  • Welcome and direct visitors, clients, and guests in a friendly and professional manner.

  • Ensure all visitors sign in and follow security protocols, if applicable.

  • Notify the appropriate staff member of a visitor’s arrival and provide assistance as needed.

• Phone and Email Management:

  • Answer incoming calls, transfer them to the appropriate department or staff member, and take messages when necessary.

  • Respond to emails and handle inquiries in a courteous and efficient manner.

• Scheduling and Appointments:

  • Schedule and manage appointments and meetings for staff members or management.

  • Coordinate conference room bookings and ensure meeting spaces are prepared.

• General Office Support:

  • Perform clerical tasks such as filing, data entry, scanning, and faxing documents.

  • Maintain the organization of office supplies and order materials as needed.

  • Ensure the reception area is clean, organized, and professional at all times.

• Mail and Deliveries:

  • Receive, sort, and distribute incoming mail and packages.

  • Prepare outgoing mail and ensure that it is sent in a timely manner.

• Administrative Assistance:

  • Assist with various administrative tasks, such as preparing reports, forms, or documents.

  • Help with office projects and perform other duties as assigned by office management.

• Customer Service:

  • Provide excellent customer service by addressing questions, concerns, and providing information about the company or services.

  • Handle complaints or issues efficiently and escalate to the appropriate department when necessary.

• Data Entry and Record Keeping:

  • Maintain and update databases, contact lists, and appointment calendars as needed.

  • Track office supplies and manage inventory for the front desk area.

Tasks

• Greet people and direct them to contacts or service areas
• Provide basic information to clients and the public
• Obtain and process information required to provide customer service
• Operate switchboard or telephone system
• Order office supplies
• Record and relay information
• Schedule and confirm appointments
• Send invoices
• Maintain work records and logs
• Receive and issue payments
• Answer telephone and relay telephone calls and messages
• Calculate billing charges
• Monitor mobile radio or telephone
• Provide directory assistance
• Relay service to persons with disabilities
• Perform data entry
• Provide customer service
• Perform basic bookkeeping tasks

Required Skills and Qualifications:

• Proven experience as a receptionist or in an administrative support role.

• Strong communication and interpersonal skills with the ability to interact professionally with clients and staff.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

• Ability to manage multiple tasks efficiently and stay organized.

• Strong customer service skills and a positive, friendly demeanor.

• Ability to work independently and handle routine office tasks.

• Good phone etiquette and the ability to multitask in a fast-paced environment.

Experience and specialization

Computer and technology knowledge

• MS Office
• Social Media
• MS Excel
• MS PowerPoint
• MS Word
• MS Windows

Additional information

Transportation/travel information

• Public transportation is available

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Repetitive tasks
• Attention to detail
• Combination of sitting, standing, walking

Preferred Qualifications:

• High school diploma or equivalent; some college education preferred.

• Experience with office management or customer service software.

• Basic knowledge of office equipment such as fax machines, printers, and copiers.

• Bilingual or multilingual skills are a plus.

Personal suitability

• Efficient interpersonal skills
• Excellent oral communication
• Excellent written communication
• Flexibility
• Organized
• Reliability
• Team player
• Ability to multitask
• Time management
• Maturity

Benefits

Financial benefits

• Gratuities

Other benefits

• Other benefits
• Parking available

Physical Requirements:

• Ability to sit for long periods and greet visitors at the front desk.

• Ability to lift office supplies or small packages (up to 25 lbs).

• Comfortable working in a professional office environment.