Office receptionist Needed to work in Canada by Brookside Realty 

Work setting

• Private sector
• Urban area
• General office
• Real estate company

Key Responsibilities:

1. Front Desk Operations:
   • Greet and welcome visitors and clients, ensuring a positive and professional first impression.
   • Answer, screen, and forward incoming phone calls in a courteous manner.
   • Manage visitor log and issue visitor badges if applicable.
2. Administrative Support:
   • Perform general office duties such as filing, scanning, and data entry.
   • Maintain and update office supplies inventory and place orders as needed.
   • Handle incoming and outgoing mail and deliveries.
3. Scheduling and Coordination:
   • Schedule and coordinate appointments, meetings, and conference room bookings.
   • Assist with travel arrangements and accommodations for staff or visitors.
   • Prepare and distribute meeting agendas and materials.
4. Communication and Coordination:
   • Communicate effectively with internal staff and external clients, addressing inquiries and providing information.
   • Relay messages and handle requests from various departments.
   • Coordinate with other departments to ensure smooth office operations.
5. Office Maintenance:
   • Ensure the reception area and lobby are clean, organized, and well-maintained.
   • Report any maintenance or facility issues to the appropriate personnel.
   • Assist in organizing office events or functions as needed.
6. Record Keeping:
   • Maintain accurate and confidential records and files.
   • Update and manage contact lists, directories, and other office documents.
   • Assist in preparing reports or documentation as required.

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
• Perform clerical duties, such as filing and sorting and distributing mail
• Answer telephone and relay telephone calls and messages
• Calculate billing charges
• Perform data entry
• Provide customer service
• Perform basic bookkeeping tasks

Experience and specialization

Computer and technology knowledge

• Switchboard 25+ lines
• Electronic scheduler
• Word processing software
• MS Office
• Social Media
• Presentation software
• Electronic mail
• Spreadsheet
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Word
• MS Windows

Additional information

Security and safety

• Bondable
• Criminal record check

Transportation/travel information

• Own transportation

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Repetitive tasks
• Attention to detail
• Sitting

Personal suitability

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

Benefits

Other benefits

• Free parking available
• Parking available

Qualifications:

• Education: High school diploma or equivalent required; additional administrative or office management coursework is a plus.
• Experience: Previous experience in a receptionist or administrative role preferred.
• Skills:
  • Excellent verbal and written communication skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment (phones, fax machines, etc.).
  • Professional demeanor with a customer-oriented attitude.
  • Ability to handle sensitive information with discretion and confidentiality.

Physical Requirements:

• Ability to sit for long periods and perform desk-based tasks.
• Capability to lift and carry light office supplies (up to [insert weight] lbs).

Working Conditions:

• Work is performed in a professional office environment.
• Standard office hours with potential for extended hours based on business needs.
• May involve occasional standing, walking, and handling of office supplies.