Administrative Receptionist

Job title: Administrative Receptionist

Job description: At , we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by holding true to the values that guide us. We put people first and build relationships with intention. We seek out and embrace new ideas, knowing that better is always possible. We believe that how we do things is as important as what we do. And we harness the power of inclusion. Our culture is who we are and how we show up – as individuals and as a team – to accomplish our strategy.

The Opportunity

Permanent Part-Time position with hours from 8am – 1pm Monday to Friday

Also available: Casual position with hours from 1pm – 4:30pm

Our Corporate Services group is seeking a highly motivated Administrative Receptionist who thrives when wearing multiple hats. This role involves working at reception, providing mail and courier support and contributing in all administrative capacities to ensure the smooth and efficient workings of the office. The Administrative Receptionist is laser focused on ensuring a positive impression of CWB Financial Group, delivering a professional and friendly experience to colleagues and guests in person and on the phone. The ability to work well independently and handle multiple competing priorities will be key to success in this role.

Are you a skilled and organized administrative professional with a passion for delivering first class service? If you are searching for your next, exciting opportunity, we want to hear from you!

Embrace the New – with CWB Financial Group

What you will be responsible for

Reception

Greet clients on the phone and office in a friendly and inviting way.

Efficiently triage and transfer incoming calls.

Respond to client inquiries and complaints, receiving incoming/forwarded phone calls in a professional manner, taking and distributing messages.

Record and activate voice messages for holidays and office closures.

Manages Outlook meeting room calendars.

Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.

The go-to person for all queries related to the Office.

Train and cross-train relief staff.

Maintain the reception desk in a tidy and presentable manner. Ensure all pamphlets and bulletins are available and replenish as required.

Offer and serve refreshments to visitors and keep coffee stations stocked with cups, glasses, water, etc.

Mail and Courier Support

Receive all incoming couriers and monitor courier/fax logs.

Process and sort all incoming and outgoing Canada Post Mail.

Ensure postage is allocated to appropriate cost centres.

Maintain and download funds to postage meter

Prepare and print shipping labels and envelopes on request.

Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.

Receive and notify/distribute courier deliveries.

Receive, distribute and send faxes.

Receive, track and arrange for registered mail.

Provide thoughtful, insightful and timely support and responses to various mail/courier related queries

Administration

Monitor, maintain and order office/coffee supplies inventory and review and approve office/coffee supply acquisitions.

Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring the proper signatory authorizations are obtained.

Report building issues to Property Management/Corporate Office Facilities Department.

Prepare payments requisitions on behalf of Corporate Services Department.

Update, manage and distribute employee contact information

Issue and maintain access card and temporary access requests.

Escort third party vendors

Manage, track and provide monthly parking assignments report to HR, if required.

Independently maintain and update reception processes in manual.

Participate in Business Continuity tests and events.

Create and maintain various spreadsheets for tracking and reporting purposes.

Coordinate various ad-hoc information requests from members of the Corporate Services Department.

Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance Corporate Office performance and/or operations.

Provide administrative support to, and participate in, office committees and project teams as required.

Coordinating tasks within the office as assigned (i.e. ordering lunches, consolidating data, etc.)

Other administrative duties, as assigned inclusive of: meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, mail runs and distribution of the daily mail and changing toner in photocopier/filing paper trays.

Assist with team engagement activities.

Client experience. Business growth. Brand ambassador.

Skills and competencies that will take you further

Strong work ethic, portrays a team player and a “can do” attitude at all times.

Approach interactions with friendly, cooperative and customer service focus attitude.

Exceptional time management skills with the ability to switch tasks effectively while staying organized.

Excellent communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.

Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast paced environment and meet deadlines.

Ability to make independent decisions and resolve challenges.

Strong attention to detail, organization and problem solving skills.

Handle sensitive and/or confidential documents and information.

Foundational knowledge and experience to grow from

High School Diploma required.

Some post-secondary education and/or learning courses preferred.

Minimum 1 year related administrative experience including experience with multiple phone lines and processing invoices.

Exhibit professional and polished telephone manner.

Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.

Why work with us?

Winners of Canada’s Most Admired Corporate Culture 2020 & recognized as one of 50 Best Workplaces in Canada by Great Places to Work
Your voice matters. Help us shape our voice around important social & cultural matters.
The opportunity to make a difference. Build a team. Make an impact. Put your mark on the CWB landscape.
Flexible work arrangements. Make work make sense for you. Remote work. Relocation. Compressed work weeks & more!
Physical health and mental fitness are priorities. Generous time away to practice self-care and family-care with 100% company paid benefit & support programs.
Community giving. Drive economic prosperity in your community. Get involved. Volunteer. Fundraise. All with CWB support.
Bring your whole self to work. Inclusion is a journey requiring practice & experience that results in a powerful outcome.
Innovation. Learn. Grow. Enhance. At CWB we play to win. When we fail, we fail forward.
Connection. Join, participate, lead an employee regulated group (ERG). Find a community within the CWB family.
Organization wide coaching services. Strategic career design is something we work hard to deliver for all employees.
Recognition. Peer to peer recognition program. Both “in the moment” and monumental!
Financial rewards. Yup! We pay you too. Base plus performance incentives. In fact, this role has incentives on top of incentives!! If applicable
Retirement investment strategy. You can’t work forever, so we have a RRSP contribution & matching program with financial advisors at the ready to help you make the most of your wealth.
Company ownership. The knowledge and opportunity to impact the bottom line and be rewarded for it – every day, with our employee share purchase plan.

As an equitable employer, CWB Financial Group is committed to providing a safe and where a diverse workforce thrives. You are welcomed and encouraged to bring your whole self to work. Dignity, respect and equality are non-negotiables. If you require during any part of the recruitment or selection process, please reach out.

Closing Date:

• Position closes at 12:01am on the close date identified below. 06/25/2021

Click Here to Apply

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