Receptionist / Administrative Assistant

Job Purpose Reporting to the Manager of Administration, the Receptionist is the first point of contact for clients and has a key role in ensuring clients are welcomed positively. Representing HGA with their friendly demeanor, exceptional communication skills, and problem-solving mindset will be crucial in succeeding in the Receptionist role. This position coordinates all reception activities, including answering the telephone, redirecting calls, and distributing correspondence. As required, the Receptionist will provide word processing and other administrative support services, including copying/scanning, filing, and courier/mail duties. If you are an eager to grow within a strong team of dynamic business professionals, this is the position for you!

Key Duties & Responsibilities

• Greeting visitors and callers, in person and by telephone, and assisting them to reach the correct individual
• Maintaining a tidy and presentable reception area, with all necessary stationery and office supplies
• Providing accurate general information to callers and walk-in visitors, such as office address, directions to office, fax number, website and other related information
• Preparing, updating, and distributing phone lists
• Maintaining inventory of office supplies
• Receiving courier deliveries and preparing outgoing mail and courier packages
• Redirecting all office mail in a timely manner daily
• Coordinating meetings, including room bookings and hospitality arrangements
• Preparing documents, such as meeting minutes, reports, and correspondence
• Performing data entry
• Assisting with other related clerical duties such as photocopying, faxing, and filing

Qualifications Education and Experience:

• High school diploma with a minimum of 1 year receptionist/administrative office experience
• Post-secondary training or courses in a related field (i.e. Business or Office Administration, Accounting, or Human Resources) would be considered an asset

Skills and Knowledge:

• Knowledge of general office processes and procedures
• Knowledge of multi-line telephone systems
• Strong computer skills, including Microsoft Office

Competencies

• Focused on client service orientation
• Excellent communication skills, both verbal and written
• High degree of organization and time management
• Ability to problem solve using critical thinking, previous experience, and resources available