Receptionist

Reporting to the Manager, People, Culture and Corporate Services, the Receptionist will be the Ambassador and the first point of contact for all Starlight visitors. They are responsible for a wide variety of clerical office duties in support of company administration. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. The Receptionist will also be responsible for administering company mail and couriers. In addition, the receptionist will support the People & Culture department with corporate and charity initiatives.

Duties and Responsibilities

• Daily hours: 8:30am – 5:30pm (2 x 15mns breaks & 1 x 1hr lunch)
• Open office – coffee and snack bar set up (where applicable), office set up—lights, tv screens, newsprint, set up and maintain boardrooms for daily meetings
• Represent Starlight as a brand ambassador to employees and guests alike
• This role will act as a first point of contact for employees, managers, and guests providing a high quality and professional experience
• Ensure guests and employees’ experience aligns with Starlight’s brand values
• Professionally answer telephones and direct to appropriate departments/employees
• Provide competent and knowledgeable service for all guests – water, coffee service, hang coats, greet walk-in prospects, tenants, clients, suppliers and visitors
• Provide support for executive clientele and meetings—room set up, food & beverage service, clean up in conjunction with executive assistant
• Manage all FOB and parking transponder activation
• Process and track all outgoing courier packages
• Manage all incoming mail and packages and distribute accordingly
• Maintain and service coffee machine and coffee bar—stock & fill snack jars, fruit jars, keep area tidy
• Ensure reception area and meeting rooms are tidy and presentable at all times
• Invoice scanning and purchase order creation for corporate departments
• Maintain and monitor organization and inventory of all Starlight storage rooms
• Ensure reception has coverage at all times
• Assist with special projects and any additional duties as necessary
• Ad hoc projects for corporate events, charity & community involvement, to include but not limited to; research, communication with charitable organizations, timeline & budget creation, administration, collateral design, execution
• Assist the People & Culture team when required
• Assist in the execution of the office layout changes
• Maintain office security by following safety procedures and controlling access via the reception desk
• Create and execute a business plan to streamline reception functions and create cost saving initiatives
• Tracking, ordering and maintaining a budget for all office related needs

Requirements

• 2 years experience in office administration
• 2+ years of client services experience
• Excellent communication skills and phone manner, assertive, friendly, accommodating
• Strong follow-up skills and able to deal with tact, diplomacy and confidentiality
• Intermediate computer skills in Excel, Word and PowerPoint, Internet experience
• Ability to work in a changing, fast-paced environment
• Ability to deal with sensitive issues, confidentiality, and demonstrate reliability and loyalty
• Punctuality is essential to this role
• Appropriate physical presentation and attire for Reception (business)
• Easily adaptable and helpful to all employees