Job Description

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Job Purpose

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Reporting to the Manager of Administration, the Receptionist is the first point of contact for clients and has a key role in ensuring clients are welcomed positively. Representing HGA with their friendly demeanor, exceptional communication skills, and problem-solving mindset will be crucial in succeeding in the Receptionist role. This position coordinates all reception activities, including answering the telephone, redirecting calls, and distributing correspondence. As required, the Receptionist will provide word processing and other administrative support services, including copying/scanning, filing, and courier/mail duties. If you are an eager to grow within a strong team of dynamic business professionals, this is the position for you!

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Key Duties & Responsibilities

Greeting visitors and callers, in person and by telephone, and assisting them to reach the correct individual


Maintaining a tidy and presentable reception area, with all necessary stationery and office supplies


Providing accurate general information to callers and walk-in visitors, such as office address, directions to office, fax number, website and other related information


Preparing, updating, and distributing phone lists


Maintaining inventory of office supplies


Receiving courier deliveries and preparing outgoing mail and courier packages


Redirecting all office mail in a timely manner daily


Coordinating meetings, including room bookings and hospitality arrangements


Preparing documents, such as meeting minutes, reports, and correspondence


Performing data entry


Assisting with other related clerical duties such as photocopying, faxing, and filing



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Qualifications

Education and Experience:


High school diploma with a minimum of 1 year receptionist/administrative office experience


Post-secondary training or courses in a related field (i.e. Business or Office Administration, Accounting, or Human Resources) would be considered an asset

Skills and Knowledge:


Knowledge of general office processes and procedures


Knowledge of multi-line telephone systems


Strong computer skills, including Microsoft Office

Competencies


Focused on client service orientation


Excellent communication skills, both verbal and written


High degree of organization and time management




Ability to problem solve using critical thinking, previous experience, and resources available