Receptionist

2 Month Contract

Vancouver- ONSITE

$20-$25 HOURLY

Responsibilities:

- Serve as the first point of contact for clients, visitors, suppliers, and stakeholders, providing a professional, welcoming, and customer-focused experience.
- Manage incoming phone calls, emails, and general inquiries, directing communications to the appropriate team members in a timely manner.
- Coordinate and distribute incoming and outgoing mail, courier packages, and deliveries.
- Prepare, organize, and process cheque runs and related documentation.
- Arrange meetings, schedule appointments, and coordinate boardroom bookings as required.
- Maintain and update the shared staff vacation calendar to support workforce planning and coordination.
- Assist with the planning and execution of office events, employee engagement activities, catered lunches, and social functions.
- Manage inventory of office supplies, stationery, promotional materials, and kitchen and facility consumables, ensuring adequate stock levels at all times.
- Maintain the appearance and organization of common areas, including reception, meeting rooms, kitchens, and shared workspaces.
- Coordinate with building management, cleaning services, maintenance vendors, and other facility service providers to ensure smooth day-to-day operations.
- Support Health & Safety initiatives and committee activities, including maintaining compliance with workplace policies and procedures.
- Facilitate new employee onboarding activities, including workstation setup, office tours, and introductions to team members.
- Prepare routine and ad hoc reports, presentations, correspondence, and administrative documentation.




- Provide general administrative support to leadership, staff, and cross-functional teams as required.
- Assist with special projects, errands, and operational initiatives to support the efficient functioning of the office.
- Create, format, edit, and proofread professional business documents, including proposals, reports, presentations, correspondence, and memoranda.
- Support proposal development and submission processes by gathering information, coordinating inputs from stakeholders, and ensuring deadlines are met.
- Create and maintain project records and project numbers within the Enterprise Resource Planning (ERP) system.
- Conduct research, generate reports, and retrieve data from internal databases and ERP systems.
- Maintain, update, and verify organizational records and databases to ensure accuracy, completeness, and data integrity.
- Provide administrative coordination support across departments, ensuring effective communication and workflow management.

Qualifications

- 2+ years of experience in a Receptionist, Administrative Assistant, Office Coordinator, or similar administrative support role, preferably within a professional services, engineering, consulting, or corporate environment.
- Post-secondary education in Business Administration, Office Administration, or a related field is considered an asset.




- Intermediate to advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Experience working with ERP systems, databases, and document management systems is an asset.
- Strong organizational skills with the ability to prioritize multiple tasks and manage competing deadlines.
- Excellent attention to detail and commitment to producing accurate, high-quality work.
- Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
- Strong interpersonal, verbal, and written communication skills.
- Exceptional customer service skills with a professional and approachable demeanor.
- Highly motivated, proactive, and team-oriented, with the ability to work independently and collaboratively.
- Strong problem-solving skills and a willingness to support a variety of administrative and operational functions.

What You'll Get in Return:

You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.

What You Need to Do Now:

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a recent position, please contact us for a confidential discussion on your career.

This posting is for an existing vacancy with the organization.

AI may be used to screen, assess or select applicants for the position.

📌 Receptionist - vancouver
🏢 Hays
📍 Vancouver