Receptionist

Position Overview Reporting to the Office Manager, the Receptionist's primary duties are to ensure there is always presence at the front desk to warmly greet all business’ visitors, and provide the highest quality of customer service. When guests arrive be courteous, answer basic questionsregarding the business, as well as provide customers with a brief explanation of the products and services Belfor  offers. In addition to in-person greetings, a front desk receptionist is responsible for answering all incoming calls and the duties listed below. Always ensure allvisitors sign in and sign out when entering and exiting the building. Direct persons to correct destination in the building, and ensure all areas of building are explained, including bathrooms, kitchen, muster / assembly points and emergency exits. Job Duties

• Answer and direct calls, screen calls as requested, route calls to proper recipient, take and relay messages as needed
• Acquire knowledge of staff movements in and out of the organization
• Provide customer service regarding all queries from the public and customers
• Perform basic bookkeeping and data entry; provide general administrative and clerical support to all departments where and when required
• Responsible for filing
• Housekeeping tasks : ensure reception area, bathrooms and kitchen / coffee areas are kept tidy at all times
• Order, oversee and maintain all office supplies
• Monitor and maintain all office equipment, such as fax machines, telephones and photocopiers
• Receive and sort mail, coordinate mail flow in and out of office, courier of parcels and cheques
• Schedule meetings and conference room bookings, arrange appointments, update appointment calendars, and schedule follow-up appointments; take and report meeting minutes
• Organize catering, make coffee and set out food, order food such as fruit or cookie arrangements when required
• Prepare correspondence and documents as requested
• Schedule travel and meal allowance / per diem as required
• Performs all other administrative and operational duties as directed
• Provide excellent customer service
• Work under time constraints to meet specific timelines
• Ensure attention to detail and keen sense of safeguarding other people’s property and information
• Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
• Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
• Comply with all Belfor policies and procedures, as well as legislative requirements
• Attend all Belfo r sponsored training courses Qualifications
• Post secondary office administration courses / certification preferred
• 1+ years general office experience in related field
• Construction / Restoration / Insurance experience preferred
• Comprehensive understanding of customer service, principles and practices
• Quick learner, detail oriented and self-motivated
• Demonstrates the importance in personal professional presentation
• Ability to work a switchboard
• Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
• Keen eye for detail
• Ability to work within a team or independently as needed
• Strong written and verbal communication skills
• Proven ability to multi-task in a fast paced environment
• Intermediate computer and / or tablet / iPad experience with Microsoft Office programs such as Excel, Word and Google Suite, JD Edwards and Docusphere considered an asset
• Willing to work evenings, on call and weekends when requested
• Periodic travel may be required
• Criminal Record Check Physical Demands
• Frequent lifting from 5-40 lbs., unassisted (from 35-65% of the time)
• Occasional lifting from 41 lbs. +, assisted (up to 50% of the time)
• Access and mobility in tight spaces
• Sustained periods of standing, sitting, walking, bending, and kneeling