Receptionist & Office Assistant

Reporting to the Office Manager, the Receptionist & Office Assistant will welcome and greet all visitors to the office, assist with scheduling meeting room requests and catering requirements, and answer and redirect incoming calls. The role will also be responsible for coordinating and booking travel for all staff, in addition to providing administrative support to leadership as required.

 

The position involves…

Office Administration

  • Greet and ensure visitors sign in at reception
  • Answer incoming calls on main phone line, direct and transfer calls and take messages, where required
  • Assist with scheduling of meeting rooms, including catering requirements and set up/clean up
  • General stocking and tidying of common areas, including meeting rooms, kitchens and coffee stations throughout the day
  • Operate dishwashers at the end of the day and put clean dishes away in morning
  • Assist with office maintenance inquiries
  • Order office supplies as requested and monitor inventory and order as needed. Source out best price options
  • Check Printer stations and replenish paper as required
  • Maintenance of coffee makers and vending machines, including cash collection and tracking. Monitor expiry dates
  • Distribute mail, coordinate outgoing/incoming couriers
  • Maintain and distribute inventory at all satellite offices including office supplies, vending, coffee/cream, etc
  • Participate on Health and Safety Committee, take minutes. Send out meeting notices and inspection reminders
  • Ensure new employee workstations are set up (stationery, name plates, chair, etc.). Advise Office Manager if any new furniture is required
  • Maintain and tidy storage rooms
  • Assist with planning and coordinating of staff functions including; Christmas Party, staff lunches, client meetings, etc
  • Manage internal staff TV screens, updating as required using PowerPoint
  • Provide administrative support to Senior Leaders, including preparing letters, proposals, presentations, etc

 

Travel Administration

  • Maintain master travel lists of personal information/memberships
  • Maintain travel calendar in Outlook
  • Coordinate corporate rate discounts
  • Track and maintain air credits
  • Manage corporate travel programs (e.g. Air Canada Corporate Rewards, WestJet, etc.).
  • Responsible for travel arrangements for the Executive Team and all staff at large, including European travelers to Canada
  • Coordinate Travel arrangements for special functions for staff and spouses (e.g. Christmas party)
  • Research best flight and hotel options; scheduling, booking and adjusting flights and accommodations (domestic and international)
  • Purchase and manage Air Canada flight passes
  • Provide monthly Flight Pass reports to Finance
  • Working with the Office Manager, ensure travel policies are current and adhered to by all team members

 

Our ideal candidate will have…

  • Strong communication skills, both verbal and written
  • Excellent organizational skills and attention to detail
  • Ability to prioritize and multi-task within a fast-paced environment
  • Minimum typing speed of 40 wpm with high accuracy and proficiency in the MS Office suite of applications. Strength in Word and PowerPoint is a must
  • Versatility, flexibility and willingness to work within frequently changing priorities
  • Vehicle an asset

 

RAPID RTC offers a competitive compensation package including benefits, and a fun yet challenging work environment. We promote continuous improvement in our staff, processes, technological skills, and foster career growth throughout.

If you are ready for the challenge, please apply below or forward your resume to hr@rapidrtc.com.









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