Position Title: Receptionist/Administrative Assistant

Compensation: Hourly

Status: Full-time, Temporary - 3 months

Department: Administration

Supervisor: Operations Manager

Regular Hours of Work: 40 Hours/Week

Location: Edmonton

From: 8:00 a.m - 5:00 p.m.

Summary

Reporting to the Operatioins Manager and working under minimal supervision, this key customer service oriented position is primarily responsible for assisting customers in person and over the phone and also assisting all branch employees with various needs.

The incumbent creates a positive first impression on our valued customers, regardless of whether they are walk-in visitors or telephone callers. This individual must ensure the reception desk is attended to at all times during the hours of operation and the reception area is well maintained. While performing receptionist tasks, the incumbent will also perform a variety of other clerical tasks.

Responsibilities, Duties and Tasks

Your key responsibilities will include, but is not limited to:

Workplace Safety

- Practices safety in the work place at all times to ensure he or she does not endanger oneself or others in the plant
- Complies with all safety rules and practices as set by Occupational Health and Safety, WBM and any and all other relevant safety regulations and requirements

Reception

- Answering all incoming calls courteously and promptly
- Responding to general inquiries
- Transferring calls efficiently without losing or misdirecting the callers
- Offering the Caller an option to leave a voice mail message, or to have the individual paged
- Taking and relaying brief accurate messages for the Staff, with the name of the Caller, their phone number and noting the time and date of the call. Repeating the information to the caller to verify the accuracy of the message and ensuring the Staff receives the message.




- Greeting and receiving all visitors to Weldco-Beales Mfg. in a cheerful, helpful and skilled manner to make them feel welcomed
- Contacting the Staff promptly for the Visitor
- Maintaining the reception area to ensure it is organized, clean and visually pleasing
- Monitoring and checking visitors in and out of WBM office

Clerical Services

- Monitoring office supply inventory and order supplies as necessary
- Assisting various departments with clerical tasks such as matching packing slips to vendor invoices, preparing documents for mailing, collecting customer sales inquiries, etc.
- Assembling and distributing product catalogues, price books, and mail out literature or other promotional material via courier service or regular mail to customers, as required by the Sales and Marketing Department
- Photo-copying and shredding

Mail/Courier Service/Fax

- Sorting and distributing all incoming mail to Staff within the hour, upon delivery
- Processing all outgoing mail to ensure adequate postage is on the envelope for mailing
- Preparing packing slip for packages to be couriered
- Signing receipts for acceptance of packages received by courier
- Contacting the courier for pick-up and delivery of packages before the set deadline
- Notifying the recipient of the arrival of their couriered packages

- Receiving and distributing faxes to Staff and contacting the Recipient immediately if the fax is urgent
- Sending faxes as requested and ensuring the fax number is accurate





Word-processing Services and Data Entry

- Preparing accurate correspondence (i.e. letters, memos, faxes, notices, etc.) in a timely manner for all departments, as required
- Entering, updating and maintaining an accurate customer database in Microsoft Outlook with relevant customer information as directed by the Sales Manager on an ongoing basis

Other

- Performing other related duties as required

Qualifications

Note: An equivalent combination of education and experience will be considered.

Education

- Must possess a high school diploma with supplemental training in customer service and general office procedures and practices

Experience

- Must have a minimum of 2 years of reception experience, using a multi-line system

Knowledge

- Must have good understanding of general office procedures and practices

Skills

- Customer service skills to handle all internal and external clients professionally with tact and diplomacy
- Strong interpersonal skills to relate to all staff effectively when performing his or her work
- Effective communication skills to listen, write and speak in a clear and concise manner to individuals, at all levels
- Computer skills to utilize and maximize the capability of various MS Office software applications to enhance productivity
- Good organizational skills to plan out and coordinate his/her work in a logical manner
- Good time management skills to productively complete work and meet all expected deadlines
- Basic mathematic skills to perform accurate calculations
- Proofreading and editing skills to ensure correspondence are prepared accurately

Abilities

- Exercises good judgment when handling sensitive issues that are not clear-cut and that may require discussion with supervisor
- Works independently with minimal supervision
- Collaborates with others

📌 Receptionist (Canada)
🏢 Weldco-Beales MFG Alberta
📍 Canada