Manage current workflow and external/internal customer requirements at reception/switchboard:
- Provide reception coverage in the lobby of the facility between 8:00 am and 4:30 pm Monday-Friday.
- Maintain a clean and organized reception and front lobby area.
- Ensure all visitors sign in when they arrive at the office and have each visitor sign out once they leave.
- Upon visitor sign in, notify the appropriate Customer employee to inform them that a visitor is in the lobby waiting.
- Answer all incoming phone calls and attempt to connect them with the intended recipient. If unable, Ricoh staff will get all pertinent information and tell the caller that they will forward the information to the Customer employee.
- Escort guests to meeting rooms. Take coats/luggage and store. Offer coffee/water.
- Oversee Halifax mailbox / Folders including – recorded voice messages and electronic fax.
- Ensure our FSR employees are fully Cross trained.
- Submit service request to landlord for building issues.
- Log, track, and report all vital statistics in the Monthly Management Report.
- Monitor visitor access and maintain temporary security access cards and parking vouchers administration.
- Organize catering for Executive meetings upon request.
- Reserve meeting rooms.
- Look up unidentified mail in (client database).
- Works closely with department Admins.
- Document front desk processes and maintain update on sharepoint site.
- Participate in Health & Safety Fire warden.
- Additional duties as assigned (administrative duties, invoice processing, etc.).