- Greet visitors courteously and direct them to the appropriate person or department.
- Answer incoming calls within two rings and transfer them to the appropriate extension.
- Transfer messages to the appropriate voicemail boxes when required.
- Take and relay messages as needed.
Mail and Courier
- Open, stamp, and distribute incoming mail to the appropriate recipients’ mail slots and provide the Chief Accountant with the relevant documents.
- Check outgoing mail baskets daily at 2:00 p.m.
- Prepare regular mail for daily delivery and place it in the nearby mailbox when leaving.
- Prepare packages for courier shipments and file the required documentation.
Administrative Support
- Schedule customer appointments with the Order Desk and Showroom.
- Verify shipping manifest costs.
- File orders and BIL documents by date for the Accounts Receivable department.
- Prepare and forward required documents and statements to the Accounting and Credit departments.
- Review telephone and fax invoices and report discrepancies to the appropriate manager.
Human Resources
- Register agency workers in the payroll system.
- Schedule candidate interviews.
- Inspect first aid kits and arrange for replenishment as needed.
- File and update Human Resources administrative documents.
- Provide administrative support to the Human Resources Manager.
Perform any other related duties required for the smooth operation of the business.
- Minimum 1 year of experience as a receptionist.
- Excellent communication skills.
- French (spoken and written) – 100% proficiency required to communicate with all customers and employees and to send emails.
- English (spoken and written) – 100% proficiency required to communicate with all customers and employees and to send emails.
- Proficiency in Microsoft Office Suite and robust computer literacy.