Job Overview

We are seeking an energetic , mature and detail-oriented Secretary/Receptionist to join our dynamic management team. This vital role combines front word processing , desk management, administrative support and service to ensure smooth daily operations. The ideal candidate will be proactive, organized, and possess excellent communication skills to create a welcoming environment for vendors and staff members.

This paid position offers an exciting opportunity to develop your administrative expertise in a professional setting while supporting our mission to deliver outstanding written output . We need someone to take ownership of our small office that s busy.

Duties

- Provide a positive first impression of the organization and neat appearance.
- Manage multi-line phone systems, screen calls, and direct inquiries efficiently using proper phone etiquette and not letting solicitation calls or people through.
- Schedule meetings and coordinate calendars with precision and attention to detail using Team's or ZOOM .
- Perform data word processing of letters or entry tasks accurately using Microsoft Office applications, Google Workspace, and specialized software such as Chat, Claude or others as may be required.
- Maintain organized filing systems—both digital and physical—to ensure quick retrieval of documents
- Assist with clerical duties including photocopying, proofreading documents, and preparing qualified correspondence at the highest level

Support bookkeeping activities such as invoicing, billing, and basic financial record keeping using i.e. QuickBooks or similar tools but NOT required.
- Handle incoming and outgoing mail, packages, and lunch deliveries while maintaining a tidy reception area and kitchen.
- Provide customer support by addressing inquiries professionally and courteously in person or over the phone
- Support the team and manage office operations.

Experience

- Proven word processing , clerical experience in an office environment with a strong focus on team support.




- Prior experience working to process documents preferred.
- Familiarity with multi-line phone systems and office equipment such as computers, apps, printers and fax machines or new tech.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and basic computer skills
- Experience with bookkeeping software like QuickBooks is highly desirable but not required.
- Robust organizational skills with the ability to manage multiple tasks efficiently under pressure working with everyone requiring help.
- Excellent typing speed with attention to accuracy; proofreading skills are beneficial
- Demonstrated ability to handle confidential information discreetly and professionally
- Lunch is provided daily and needs to be received, served and cleaned up afterwards.
- Punctuality is a must in this 8am to 5pm office

Join us in creating a welcoming environment where efficiency meets exceptional service! This role is perfect fora traditional, mature , motivated individuals eager to grow their administrative skills while making a meaningful impact every day for all staff members . Pay: From $5,000.00 per month

Benefits

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off

Application question(s):
- Must be able to transcribe hand written correspondence into professional typed correspondence quickly using AI programs like CHAT or CLAUDE or others including draft refinements by executive leadership that continues to refine letters. Set up daily Team's Meetings. 8am to 5pm no excuse attendance with some weekend work required. Mature people preferred that can work with younger or older staff. All staff employees require word processing assistance and must be able to receive lunch for daily lunch service daily for all . Position requires some food service work for small events. Strong work ethic and confidentiality a plus , a no drama personality with a tolerance for construction trades a plus .

Experience:
- Word processing: 10 years (required)

Work Location: In person

📌 Secretary/Receptionist (Victoria)
🏢 Bayview Place
📍 Victoria