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This position reports on a day-to-day basis to the Managing Director. The successful candidate will be the initial point of contact and the primary role is to interactively engage the companys clients and customers.
Reception responsibilities include the following;
- Receive and rout incoming calls appropriately
- Receive incoming courier packages and prepare outgoing packages
- Receive and distribute fax correspondence
- Process daily outgoing mail and retrieve incoming mail including opening, stamping and sorting
- Greet all visitors, inform the appropriate staff of their arrival
- Keep working areas tidy
Office Clerking responsibilities include the following;
- Prepare and code select invoices including matching with receiving slips
- Manage invoices relating to assigned A/P accounts including batching and entering
- Assist with inter-company receivables
- Reconcile monthly utility statements
- Maintain master list of utility accounts by property and prepare monthly usage reports
- Prepare vendor cheques for mailing
- Post monthly payables
- Assist with administrative overflow and special projects from other departments as needed
- Manage bi-weekly office supply orders and maintain appropriate quantities
- Other projects as required
QUALIFICATIONS AND ABILITIES: Strong organizational skills, ability to prioritize and multi-task, exceptional customer-service skills and effective communication both verbal and written, listening, professionalism, customer focus, ability to work with minimal supervision, experience with MS Word, MS Excel and Outlook, exposure to accounting an asset, ability to manage, work under pressure and meet deadlines.
Essential Skills
- Reading text
- Document use
- Numeracy
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Transportation/Travel Information
- Valid driver's licence
Additional Skills
- Provide basic information to clients and the public
- Order office supplies
- Maintain records
- Data entry
Specific Skills
- Send invoices
- Schedule and confirm appointments
- Record and relay information
- Perform clerical duties, such as filing and sorting and distributing mail
- Operate switchboard or telephone system
- Obtain and process information required to provide services
- Greet people and direct them to contacts or service areas
- Answer, screen and forward telephone calls
- Receive and issue payments
Work Setting
- Private sector
- Business services
Work Location Information
- Rural community
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
Security and Safety
- Basic security clearance
Business Equipment and Computer Applications
- Switchboard 1-25 lines
- Electronic mail
- Electronic scheduler
- Database software
- General office equipment
- Accounting software
- Internet browser
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