Receptionist

JLL; Kitchener; On-site; CAD 38,000 - 48,000; Full time

Job summary

JLL in Canada is seeking a friendly Receptionist to be the first point of contact for clients, visitors and employees, creating a welcoming and professional front desk. You will answer calls, greet guests, schedule rooms, organize meetings and manage mail, supplies and basic administrative tasks to keep the office running smoothly.

The ideal candidate has 2+ years in an office setting, proficiency with MS Office and Google Suite, excellent communication and strong organizational skills; French

Qualifications

• 2+ years of experience in an office setting.
• Proficiency with MS Office and Google Suite.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management and organizational skills.

Responsibilities

• Answer and transfer telephone calls to the mainline accordingly.
• Greet and direct visitors.
• Schedule meeting rooms and appointments.
• Coordinate and organize meetings, conference calls, video conferences, and related materials.
• Register guests with building concierge and manage guest passes.
• Record and relay information to stakeholders in a timely manner.
• Maintain copy/mail rooms and ensure office equipment is operational.
• Order office supplies and manage inventory.
• Manage mail and couriers, arrange deliveries and resolve issues promptly.
• Liaise with building management on maintenance issues.
• Check invoices on AP system and file accordingly.
• Respond to basic inquiries and escalate complex queries.
• Enter/process data and perform clerical duties as needed.
• Maintain meeting rooms, kitchens, and lobby; keep them tidy and presentable.

Skills

Office experience

MS Office

Google Suite

Verbal & written communication

Interpersonal skills

Time management

Organizational skills

Education

Post-secondary education asset

Job description

What this job involves:

We are currently seeking a friendly Receptionist to join our dynamic team. As the first point of contact for our organization, the Receptionist plays a pivotal role in creating a positive and welcoming environment for our clients, visitors, and employees. This is an excellent opportunity for an individual with a passion for delivering exceptional customer service and ensuring smooth office operations.

What this job involves:

We are currently seeking a friendly Receptionist to join our dynamic team. As the first point of contact for our organization, the Receptionist plays a pivotal role in creating a positive and welcoming environment for our clients, visitors, and employees. This is an excellent opportunity for an individual with a passion for delivering exceptional customer service and ensuring smooth office operations.

What your day-to-day will look like:

• Answer and transfer all telephone calls to the mainline accordingly
• Greet and direct all visitors accordingly
• Schedule meeting rooms and appointments
• Coordinate and organize meetings, conference calls, video conferences, and net meetings and their related materials as required
• Register guests with the building concierge and manage visitor guest passes
• Record and relay information to appropriate stakeholders in a timely manner
• Maintain the copy and mail rooms accordingly, ensuring office equipment (e.g. photocopiers, postage, etc.) is operational and appropriate inventory is in stock
• Order office supplies and manage inventory
• Order stationary and business cards as directed
• Manage all mail and couriers, including but not limited to preparing courier packages, coordinating pick-up and delivery, confirming delivery/receipt with appropriate stakeholders, and resolving any related issues in a timely manner
• Liaise with building management on maintenance issues
• Check invoices on AP System and file accordingly
• Respond to basic client and general enquiries and **escalate** complex queries to the appropriate parties
• Enter or process data, orders, requests, or information as required
• Perform clerical or administrative duties as needed, such as: assisting with filing and database systems, attendance records and other related office support duties
• Maintain the meeting rooms, ensuring they are clean, tidy, and ready for use
• Maintain the kitchens, ensuring they and related amenities are clean, in stock, and ready for use
• Maintain the lobby, ensuring it is clean, tidy, and presentable at all times
• Any other reasonable duties and responsibilities assigned

Required Qualifications:

• 2+ years of experience in an office setting
• Demonstrated proficiency with all applicable software packages including but not limited to MS Office and Google Suite
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent time management and organizational skills

Preferred Qualifications:

• Post-Secondary education is an asset
• Fluency in French is an asset but not mandatory
• Experience in the real estate sector is an asset