Office Manager/Receptionist Jobs

As the Office Administrator, you will provide high level of administrative support to all areas of the business including clerical, filing, distributing mail, answering incoming telephone calls, arranging courier shipments, scanning documents and organization of your area and common areas. You will be responsible for reception and customer service duties, including invoicing and billing support.

RESPONSIBILITIES

• Perform housekeeping duties and take ownership of reception and common areas.
• Responsible for completing projects in timely manner. Collaborating with the team to streamline processes. Proactively working to find solutions to any issues that may arise.
• Responsible for ensuring that all outgoing invoices are mailed in a timely manner to allow for a speedy payment from our clients.
• Manage credit cards and expense reports for certain employees.
• Effectively control office correspondence, records, and office supplies by upgrading and maintaining the office’s established filing systems.
• Provide effective reception services by professionally greeting customer and visitors, providing routine, public information as appropriate.
• Contact building maintenance when service or repairs are required.
• Coordinate purchasing requisitions.
• Contribute to a working environment that reflects the company’s concern for the welfare of fellow employees and is characterized by mutual respect, understanding and fairness, and where individual contribution and initiative is recognized and encouraged.
• Assist in office operations where required. (Office machinery contracts, shipments, phone, travel bookings and customer service mailbox)
• Serve as the first point of contact for visitors.
• Maintain effective working relationships with internal and external customers, by responding to their queries and expediting the flow of information. Maintain core training and certification compliance.
• Schedule conference rooms, audio/visual equipment and other materials as requested.
• Ensure the effective organization and flow of administrative support in the office, by planning work on a daily and weekly basis consistent with established procedures and priorities with minimal intervention by the supervisor.
• Order, receive, expense, and distribute stationery, assorted supplies, and promotional items as required.
• Perform accounts payable and accounts receivable duties as needed.
• Organize meetings and office functions, including scheduling, sending reminders, organizing catering when required.

Qualifications

• Takes initiative in looking for efficiencies to optimize group effectiveness.
• Strong organizational and communication skills to manage calendar scheduling, event coordination, appointment scheduling, and similar tasks.
• Excellent inter-personal skills, energetic, flexible, and positive team player.
• Proficient in Microsoft Office Products, including Excel, Word, Power Point, and Quick Books.
• Ability to adapt to change and manage a variety of tasks.
• Professional diploma or equivalent experience preferred.
• Should be customer-centric focused, agile, and proactive.
• 5 years of experience as an administrative support in an intermediate level environment for a mid size organization.
• Initiative-taking, diplomatic, and able to work independently.