Events may happen on the weekend or in the evenings and include July 4th, Provide reception duties by greeting visitors, follow visitor arrival protocols and escorting guests and catering deliveries to meeting rooms when required, Responsible for maintaining office access card system and generating cards for new employees and visitors, Assist Canadian Legal team to facilitate internal legal and security request process & maintain electronic and paper filing systems, Provide general administrative support to assigned business leaders, Schedule and coordinate meetings (in-person, teleconference, web and video-conference) on behalf of assigned business leaders and maintain calendars, Coordinate and book travel arrangements as required including flights, hotels and ground transportation, Preparation and submission of expense reports on a bi-weekly basis, vendor invoice coding and creation of purchase orders as required, Preparation of documentation (gather data, type, format, review, obtain signatures/stamps) including emails, presentations, reports, spreadsheets and correspondence, When required, assist with onboarding of new employees to ready for first day including workstation placement, ordering necessary equipment (laptop, mobile phone, landline, etc. So, do not start your cover letter with an information about who suggested you apply for the vacancy ideally, this idea should have come out of your desire to work in that particular industry/company. Please use the. Best Virtual Receptionists For Law Firms: A Guide | Clio from transcriptions, printouts, memos and various forms, Process documents, assuring all content is complete and accurate, Greet visitors with a friendly and professional attitude, Answer client questions with confidence and enthusiasm, Order office supplies and track inventory, Maintain office equipment, which includes telephones, copier, fax machine, postage machine and computers, Provide administrative assistance to VP, Operations, Provide occasional assistance to Legal/General Counsel, Computer savvy with strong typing skills, excellent spelling & grammar, Advanced Microsoft Office (Word, Excel & Outlook) skills as well as an advanced ability to conduct Internet research, Professional appearance and demeanor, great communication skills and phone etiquette, Must be a self-starter with the ability to work independently, Greet visitors and set up conference rooms, Answer incoming calls, and direct calls to appropriate departments, Receive and alphabetize mail as well as prepare Overnight packages, Manage calendars using Outlook and coordinate company events as needed, Maintain expense reports for the Executive Team, Various other tasks and errands as needed, Coordination of the pick-up and delivery of express mail services (FedEx, UPS, etc. How To Answer Calls As A Receptionist - SAS Automated phone answering services like Dialpads IVR feature do just this. You can press 1 to connect to the corporate directory and 0 to reach your first extensions voicemail. It is possible to get a same-day appointment. Are you a charger? The right keywords will make sure your cover letter is read. Stating your knowledge about the company and their recent events can be a real turn-on. An auto receptionist will let them do the latter. Promptly and efficiently direct calls to the proper personnel, Greet visitors in a pleasant, professional manner, and direct them to the appropriate person, location or department, Integrate the tools, advice and solutions into the sales process to meet client needs, Assist effectively in communicating client solutions based off of knowledge, Assist in new hire paperwork and going over materials with new employees, Ability to work using ones own initiative, Seek out advice from Senior staff promptly as and when appropriate, Proficient in Microsoft Office (Word, Excel, and PowerPoint), Ability to take on multiple tasks simultaneously and manage them all effectively, High personal interaction skills and team player, Four years' general administrative experience or equivalent, Outgoing personality, willing to go above and beyond, Good disposition to work with sales team and customer base, Take messages or directing calls to voice mail, Distribute all faxes to appropriate departments, Order office supplies, stationary, equipment toners etc (align with budget), Maintain on site stock of consumable for all printers, copiers etc, Ensure all time sheets are forwarded to Kelowna payroll by schedule deadlines, Prepare time sheet summary and forward to Kelowna payroll by scheduled deadlines, Provide administrative support to General Manager and a team of local sales reps, Sales related duties include assistance with sales presentations, contract entering and sales reports, Proven competency with Microsoft office suite including Word, Excel and PowerPoint, Working knowledge of Wide Orbit is an asset, Organized and detailed oriented team player is a must, High level of professionalism, including integrity and reliability, Excellent interpersonal and communication skills, including both oral and written, Advanced knowledge of Microsoft Office programs, Minimum five years administrative and receptionist experience, preferably in the finance industry, Independent thinker who takes initiative with little instruction, Excellent written, grammatical and oral communication skills, Strong organizational skills and the ability to multitask and perform under deadline pressures, effectively managing workflow and staff, Reception and client service - meet and greet clients personally and/or by telephone, Tracking inventory of and ordering office supplies and stationary, Maintain current knowledge of client accounts by reviewing daily activity on line and applicable reports, Ensure accurate and timely completion of all necessary documentation and forward to appropriate branch contact, Input client requests into the appropriate system, Assist in preparing mailing such as seminars, newsletters, and information packages, Utilize contact management system for daily task management, Review incoming mail, print reports and distribute accordingly, Coordinate client room/boardroom reservations/presentations, Answering phones, photocopying and other administrative tasks, Provide courteous and professional client service, Minimum 1 year experience in a similar role, Strong attention to detail with the ability to prioritize, multi-task, and deal with various personalities both internal and external, Ability to shift priorities and deliver results, Ability to receive direction from multiple individuals and deal with a variety of personalities both internal and external, Previous reception and administrative experience and previous financial/brokerage industry experience is an asset, Prepare correspondence for advisor signature, Conduct client appointment reminder calls and check-in calls on follow up items, Track client special events and make appropriate contact per established client contact model, 2+ years of experience in an Administrative and/or Front Desk role, 2+ years of previous experience in a Corporate setting, Answering main incoming calls and dealing with calls in an efficient and timely manner, Arrange and/or order office lunches, drinks for meeting, First point of contact for all facilities issues, liaising with the buildings manager, Assistance with PowerPoint presentations and proposals, Managing and collating performance reviews, Preparing relevant papers and information for meetings, Management and review of CRM reports and dashboards, Excellent Verbal and Written communication skills, Computer literate and strong competencies in all Microsoft packages (Word, Excel, PowerPoint and Outlook), Strong administrative and organisational skills, A background in a reception or professional services environment would be an advantage, Serve as Ambassador of the Wealth Center, Coordinate / schedule meeting rooms for guests and partner meetings, Assist with Region projects and events as requested, Performs a variety of routine data entry and document creations, as well as other administrative duties, Assist Market Leader and San Francisco team with special projects, Determines callers' needs, connects calls and takes messages, Receives, accommodates, announces and directs clients and visitors, May provide clerical support for other branch associates as needed, 1+ year of experience in a Receptionist and/or Administrative Assistant role, 2+ years of previous Corporate experience, 2 years in an administrative assistant role, preferably in corporate office setting, Organized self-starter who can work independently with little direct supervision, Ability, flexibility and adaptability to manage multiple and ever-changing priorities, personalities and deadlines, Strong customer service and people skills, Sound understanding of corporate office practices and procedures, Extensive interaction with executive-level professionals, Requires prior experience in an administrative / professional support function in a fast-paced environment, Very good understanding of processes, the Bank's policies and procedures especially in the commercial business environment. If you want to see how effectively your calls are being routed, Dialpad shows you how frequently each IVR menu option is used by your callers. Receive package from employee, arrange service with courier and call the Messenger Center in the building to obtain the item to be delivered, Provide support for the Recruiting Process as needed. It is your cover letter, it is your opening line, and it may be your ticket to that dream job. Productivity, Mindfulness, Health, and more. If customers know that they can always reach the right people quickly when they call you, at any hour of the day, it can go a long way toward customer retentionespecially if youre in an industry that isnt known for good customer service. Complement and be funny at the same time. You should amaze them with your well-written job-winning cover letter. Today, most customers expect to be able to contact businesses pretty much around the clock, so its important to offer your customers after-hours call availability. The ability to convey all these details in just a few lines seems impossible. This way, your auto receptionist can efficiently route the vast majority of your inbound phone calls to the right people without a live person intervening. May be required to assist the Security Manager in conducting annual facility and material inventories, The successful candidate will assist with administration and maintenance of security clearance applications (e-QIP), education materials, security briefings and debriefings, Perform visitor visual compliance screening, Performs such other assignments as may be required by Management, Skills/Abilities:Ability to analyze and develop unit operating practices for improved efficiency and productivity - (i.e., record keeping systems, forms control, office layout, personnel/budgetary requirements, performance standards, etc. Knowledge of Microsoft Office Suite required, Strong interpersonal and oral and written English communication skills. Provide backup to the Community Executive Officer and Executive Assistant phone lines, Assist the Executive Assistant related to preparing Board Agenda Packets, document management, interfacing with sub maintenance corporations, and other projects as needed, Assist Executive Assistant on projects as needed as well as the SAMLARC Board of Directors Elections interfacing with sub-association management companies and Boards to acquire and prepare information related to the SAMLARC Board of Director election, Prepare Minutes related to Committee and Board Meetings as needed, Serve as the back-up to the Executive Assistant during vacation and illness, Process registrations/ticket sales in Active Net for SAMLARC Community Events, Maintain visitor's log, and submit for quarterly report, sign in packages and distribute, alert team members of office visitors, Distribute mail daily to the appropriate staff associate, Distribute paperwork for ARC submittals and review packets turned in by residents.
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