Job Description

At , we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by:

Putting people first and building relationships with intention

Seeking out and embracing new ideas

Believing that how we do things is as important as what we do

Role Specifications

In-office work environment xe2x96xaa Part time opportunity

Location: Vancouver

The opportunity

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person.

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.

This part time role requires in-office presence, with a weekly schedule of 25 hours, from Monday to Friday.

The day-to-day

Reception

• Greet clients on the phone and office in a friendly and inviting way.
• Efficiently triage and transfer incoming calls.
• Respond to client inquiries and complaints, receiving incoming/forwarded phone calls professionally, taking and distributing messages.
• Record and activate voice messages for holidays and office closures.
• Manage Outlook meeting room calendars.
• Determine who guests are meeting with and announce their arrival to the appropriate person.
• Handle complaints following complaint-handling procedures.
• The go-to person for all queries related to the Office.
• Train and cross-train relief staff.
• Maintain the reception desk tidy and presentable.
• Offer and serve refreshments to visitors and keep coffee stations stocked.

Mail & Courier Support

• Receive all incoming/outgoing couriers and monitor courier/fax logs.
• Process and sort all incoming and outgoing Canada Post Mail.
• Ensure postage is allocated to appropriate cost centres.
• Maintain and download funds to postage meter.
• Place service calls for issues with postage and mail inserter machine.
• Prepare and print shipping labels and envelopes on request.
• Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
• Receive and notify/distribute courier deliveries and faxes and send them upon request.
• Receive, track, scan and arrange for registered mail.
• Provide thoughtful, insightful, and timely support and responses to various mail/courier related queries.

Administration

• Monitor, maintain and order office/coffee supplies inventory and review and approve their supply acquisitions.
• Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring proper signatory authorizations.
• Report building issues to Property Management/Corporate Office Facilities Department.
• Prepare payments requisitions on behalf of Corporate Services Department.
• Update, distribute and manage internal contact information.
• Issue and maintain visitor, key logs.
• Escort third party vendors
• Manage, track and provide monthly parking assignments report to HR.
• Maintain access card inventory and reorder when necessary.
• Independently maintain and update reception processes in manual.
• Participate in Business Continuity tests and events.
• Create and maintain various spreadsheets and coordinate ad-hoc information requests from members of the Corporate Services Department.
• Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to improve efficiency and enhance the office performance and/or operations.
• Provide administrative support and participate in office committees and project teams.
• Coordinating tasks and other administrative duties including meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, and changing toner in photocopier/filing paper trays.
• Assist with team engagement activities.

The successful incumbent
Core knowledge requirements
Education

• Post-secondary education and/or learning courses preferred.

Professional Experience

• Minimum 2 years of proven experience in Administrative Role.
• Experience with multiple phone lines.
• Experience in processing invoices, COUPA
• Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.

Skills and competencies that will take you further

• Strong work ethic portrays a team player and a can do attitude at all times.
• Approach interactions with friendly, cooperative and customer service focus attitude.
• Exceptional time management skills with the ability to switch tasks effectively while staying organized.
• Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.
• Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.
• Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.
• Ability to make independent decisions and resolve challenges.
• Strong attention to detail, organization, and problem-solving skills.
• Ability to work effectively with little or no supervision and takes personal responsibility.
• Handle sensitive and/or confidential documents and information.
• Takes personal responsibility.

Why work with us?
Your success is our obsession! And our award-winning culture & benefits back it up.
Proudly recognized by Great Place to Workxc2xae in 2023 as one of Canadas top 50 Best Workplaces & recipient of Waterstone Human Capitals Most Admired Corporate Culture 2023.
Wellness matters. We offer an award-winning benefits package that includes:

• Hybrid work environments
• Everyday flexibility
• Generous company-funded health coverage
• Health care spending account
• A flexible wellness program
• generous time-away options to unplug, rest & recover

Career development. We commit to our employees development and help them reach their professional goals with:

• Organization wide coaching services
• Mentorship
• Education support & training programs

Bring your whole self to work. Inclusion
#LI SA1
IND - SA
As an equitable employer, CWB Financial Group is committed to providing a safe and where a diverse workforce thrives. You are welcomed and encouraged to bring your whole self to work. Dignity, respect and equality are non-negotiables. If you require during any part of the recruitment or selection process, please reach out.
Closing Date:

• Position closes at 12:01am on the close date identified below. 12/12/2024