Full Time Job

Receptionist - Administrative Coordinator


Remote / Virtual 02-19-2021
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  • Paid
  • Full Time
Job Description

Reporting directly to the Head of Office Management Services, the Administrative Coordinator is responsible for greeting people and directing them to their contacts or the service area, as well as operating the telephone system and maintaining the building security during regular business hours. Additionally, the Administrative Coordinator will act as the communications assistant, translate internal documents, design signage and posters, and plan employee engagement activities.

Reception Duties:
• Act as the office administrator with dynamic reception responsibilities:
• Greeting visitors and clients in a professional and efficient manner
• Managing staff and guest access passes and visitor NDAs
• Managing phone system for facility:
• Screening and taking calls on busy desks
• Catering for individual staff communication needs
• Recognizing and dealing with cold callers appropriately
• New procedure for visitors that is safe and secure in COVID-19 pandemic
• Develop a system for the management of all shipments and deliveries to MPC and Mr X Montreal:
• Efficient management of couriers and deliveries
• Ensure that all deliveries are distributed in an organized fashion
• Communication of the reception of deliveries to the proper people to ensure that they are received in the AP system
• Ensure reception environment always reflects the highest standards in client care and presentation
• Ensuring security of building is maintained during main business hours, including checking for entry passes and managing staff / visitor signing books
• Immediately reporting any suspicious activity and/or breach in buildings security via prevailing procedures and training given

Administrative Duties:
• Manage office supply inventory system, including stocking, regular inventory, and ordering of office supplies
• Liaise with the Runners to ensure that daily studio tasks are executed, and the studio spaces are well maintained
• Data entry/weekly reports
• Support and backup for calendar/expenses management:
• Booking and sch