Orthodontic Office Receptionist Jobs

Handling additional tasks or projects as assigned by the Executive Assistant or management team

Responsibilities include, but are not limited to:

Ensuring the area is a clean and organized

Answering and directing incoming calls to the appropriate department or individual

Managing and distributing incoming and outgoing, mail, packages, and deliveries

Scheduling and coordination of meetings and conference room bookings

• Assist management with daily needs and support

• Data Entry – Renewal reporting for brokerage / New Business forms

• Able to manage highly confidential information and data

Direct Hire- Perm position- On site

Hours of Operations: Monday to Friday 9:00 am - 5:00 pm

• Perform general administrative support functions such as answering and transferring phone calls to appropriate offices/people

Make all necessary travel arrangements for senior management, sales and marketing staff.

The position will consist of the following responsibilities:

Greeting clients and offering hospitality as required.

Data entry and preparing legal documents for couriers.

Strong verbal and written communication skills.

Ability to use computer proficiently (skills of MS Word, Excel, email and Internet searching required)

Here's an overview of the responsibilities and skills typically associated with these positions:

Time management: Efficiently managing time to complete tasks within deadlines and being punctual.

Customer service orientation: Being friendly, approachable, and customer-focused to provide a positive experience for visitors and callers.

Computer skills: Proficiency in using common office software like word processors, spreadsheets, email clients, and calendar applications.

Calgary, AB: reliably commute or plan to relocate before starting work (required)

Sorting and distributing mail: Receiving, sorting, and distributing incoming mail and packages to the relevant recipients.

Assist in other administrative tasks as assigned by management

2 years of reception/front desk/office coordination experience

Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Great learning and growth opportunities

100% tuition re-imbursement for business relevant courses and training

Manage office supplies, monitoring inventory and preparing weekly orders.

Manage kitchen maintenance including ordering weekly coffee/food orders and kitchen supplies.

Assist with catering requirements for meetings and special event planning.

Exceptional interpersonal skills and a high degree of professionalism.

Welcome clients and visitors, greeting them and providing high standard of client interaction.

Maintain an organized and presentable reception area, ensuring visitors first impression of Nicola Wealth is a positive one.

You have strong Microsoft Office skills for data entry and analysis

Ensure reception is opened/closed appropriately, ensure security requirements set each night and holidays

Office Administration diploma or similar education would be considered an asset

If you have training and/or experience in office administration tasks would be considered an asset

Attending to all customer inquiries, whether by phone or walk-in, in a timely and professional manner

Receiving and routing calls, providing directory assistance and directing inquiries to proper departments or individuals

Providing support to production coordinators and managers including

Excellent communication and interpersonal skills

Knowledge of Microsoft Office and Internet software

1 year experience in an office environment

Experience or aptitude working with computer design software

Experience or aptitude working with Excel functions and spreadsheets

Mail & Couriers : manage, sort, dispense incoming and process outgoing

Make arrangements for refreshments for daily offerings and special refreshment offerings

Contact for employee facility requests, handles tasks that fit role & responsibilities proactively

Good retention and follow up skill, able to follow and maintain compliance

Excellent communication skills. Must be motivated, meet deadlines and work well under pressure

Experience in a similar role, preferably within FRONT DESK, ADMINISTRATION

Keen attention-to-detail and time management skills

Enter detailed chart/record notations in the practice management system.

Proficiency with orthodontic/dental management software systems is preferred, but not required.

Partnering with and learning from an experienced network of professionals.

What you will benefit from:

What you will be doing – key responsibilities:

Providing support to production coordinators and managers including

Excellent communication and interpersonal skills

Knowledge of Microsoft Office and Internet software

1 year experience in an office environment

Experience or aptitude working with computer design software

Experience or aptitude working with Excel functions and spreadsheets

Exceptional organizational and time management skills, complemented by a strong attention to detail

Oversee mailroom operations; manage large mail reports, monitor couriers, receive deliveries and record in delivery log book

Prepare invoice payments for current office vendors and coordinate payment with the Finance department

Minimum 2-3 years of experience in a reception/switchboard operator position, with experience supervising staff

Possess a cheerful, professional demeanor with outstanding interpersonal skills

Proficient technical skills including Microsoft Office (Word, Excel, Outlook) and multiline switchboard

3 - 5 years experience in an office environment

Must have strong computer and telephone skills

Entering customer information in our database

Support Director with day to day activities

·Proven experience in an administrative support/reception role, preferably in an office management capacity.

·Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

·Manage incoming and outgoing mail, courier services, and package deliveries.

·Assist with the administration and enrollment process for health insurance, retirement plans, and other benefits.

·Outstanding communication and interpersonal skills, both written and verbal.

·Demonstrated problem-solving abilities and the capacity to adapt to changing priorities.

Other responsibilities and accountabilities as assigned by management.

5+ years’ experience in an office manager/receptionist/customer service role

Manage incoming phone calls (screen, organize, facilitate, and direct each call) as required.

A post-secondary education in a medical office/business administration

Previous experience in medical office/business administration

Well-developed skills using Microsoft Office (Word, Excel, Outlook) and a publishing program (e.g., Microsoft Publisher)

Strong organizational and time-management skills.

At least 3-5 years of work experience as a Receptionist/Office Admin in a College.

Detail-oriented and with excellent accuracy skills.

Sharp listening skills and critical thinking.

Exceptional skills with Microsoft Office Suite.

Essential Job Responsibilities Include, But Are Not Limited To

Experience working in property management, real estate, etc. is an asset

Great team and working environment

Liaison to Tenants (Phones, Concerns, Questions, etc)

Liaison to Site Staff (Prepare Work Orders related to Repair Requests)

Reserve Guest Suites, Party Room and Elevators for Tenants.

Update Intercom Panel for Properties

Providing administrative support to the team members including filing, scheduling, and data entry

Experience in administration and/or reception would be an asset

Answering the phone and directing calls to the appropriate team members

Greeting clients and other visitors to the office

Ensuring the office inventory is well maintained

Accounting support, including accounts payable and receivable assistance, as well as petty cash reconciliations.

Manage all incoming and outgoing mail and courier packages

2-5 years related experience with the proven ability to work in a fast-paced, high-volume work environment

Ensure all calls are answered and visitors are greeted in a timely and professional manner

Ensure inventory of supplies is updated and supply room is stocked

Check boardrooms and meeting spaces frequently throughout day to ensure they are tidy and set up for scheduled meetings

Assist employees with the proper function of office equipment