Receptionist - Tar - Admin & Management

Job Summary

Ensures a positive experience is provided to those that visit Toro Aluminum Railings and delivers a high standard of reception and administrative/technical support to the Toro Group of businesses.

Major Responsibilities/Accountabilities

Health and Safety

• Report any known workplace hazards or violations of the Act to the supervisor.
• Ensure access ways and entry ways are free from obstruction and that all house keeping standards in the Reception area are maintained to a high standard at all times
• Work in compliance with the Health & Safety Act and regulations including using any equipment, protective devices or clothing required.

Technical/Function

• Train and mentor reception reliefs in advance of periods of absence
• Greet and direct visitors, making sure everyone signs in and out of the facility for safeguarding purposes
• Submit expense reports for key personnel ensuring expenses have been approved, payment made and records filed correctly
• Working closely with the Accounts Payable Team to audit/dispute orders made and couriers used as outlined above (weekly)
• Ensuresmeeting room is set up and equipment is in working order. Report issues to IT/Maintenance where necessary
• Attend meetings with the General Manager, take meeting minutes and follow up on action items
• Receive, screen and direct telephone calls using a 9-line switchboard to the appropriate individual/department. Where necessary take messages or page employees
• Work closely with the General Manager to schedule meetings, manage calendar, write standard operating procedure, perform document procurement and support the railings team as required
• Other duties as assigned by management
• Sort incoming and outgoing mail , maintaining a log of this and organize the use of courier services in line with business processes ensuring the best price is obtained for services used
• Support other departments in generating purchase orders as required, ensuring PO numbers are obtained and paperwork and packing slips match orders when these are received and file correctly (e.g. misc. supplies)
• Coordinates the pickup and delivery of express mail and, freight services for local
• Accesses Key Scan where appropriate to check availability of others
• Provide reports as needed to the organization using IT software and packages
• Order office supplies and miscellaneous items (e.g. stationary, toners, PPE) ensuring these are well stocked
• Order coffee/refreshment/food supplies and ensures, where necessary, that these items are replenished as needed ensuring the best price is obtained

Internal/External Customer Service

• Works closely with various departments and key stakeholders ensuring a prompt support service is provided at all times

Administration

• Ensures documents are filed correctly
• Produces reports in a timely manner

Education And Qualifications

• High school diploma

Experience

• Proficient in using computer/database systems and Microsoft Office
• Use of multiple line switchboard
• Ideally with Purchasing/Manufacturing experience
• 2-3 years of Reception experience

Skills

• Excellent communication skills (verbal and written)
• Resourceful and tactful
• Detail orientated
• Ability to multi-task and solve problems
• Ability to work independently
• Excellent computer skills; primarily Microsoft Office programs
• Highly organized, excellent planning skills
• Ability to multi-task and handle a varied workload

Demonstrate Company Values

• Think big picture – think long-term, be strategic and have a vision. Your investment in our business, is critical to our success.
• Get it done – find solutions to ensure the job gets done right
• Build strong relationships – value our employees, suppliers, and advisors as an essential part of our business. Develop and maintain strong relationships with our customers, contractors and stakeholders.
• Do what you say – act with integrity so our customers and internal partners trust us to deliver results
• Be better every day – take pride and be passionate about improving our business, safety, and quality and strive to be the best

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