The Corporate Head Office Receptionist is responsible for a wide variety of administrative duties in support of corporate office operations. The primary responsibilities include greeting and welcoming guests and directing or announcing them to the appropriate person; answering, screening, and forwarding inbound telephone calls; and receiving and distributing daily mail and courier deliveries.

The Receptionist provides a high level of administrative support, including reading, interpreting, and preparing complex documents. They also assist with additional administrative duties related to time-based projects, corporate communications and events, and filing. In addition, the Receptionist is responsible for written and verbal communications of a sensitive and confidential nature.

Position Responsibilities:

• Model a NAC Ambassador – First Voice, First Face. Maintain a professional image and demeanor with all employees, management, executives and visitors.
• Respond to all incoming calls and greet people efficiently and professionally to ensure the transfer, taking messages and directing inquiries to the appropriate individual/department contact.
• Maintain the reception in a tidy and presentable manner.
• Create and manage databases, utilizing information systems to gather, store, and distribute assigned information within the company.
• Observe and report any security issues to the Executive Assistant/Office Manager
• Receive, track and manage employee direct changes via the company process.
• Responsible for programming, management and application of the sign in/out board for employees and guests.
• Assist the Administration team by ordering meeting snacks and beverages.
• Provide backup to the Office Administrator for the coordination of food requests for meetings and lunchrooms (Organize catering as required, stock supplies, maintain cleanliness, etc).
• Provide back up to the Travel Coordinator; booking hotels, flights, car rentals etc.
• Manage the boardroom calendars and fulfil meeting requests via phone or email with internal employees.
• Ensure preparation of morning/daily coffee for the main floor kitchen, including the building maintenance of machines and ordering of supplies when needed.
• Maintain the employee directory, employee photos, project listings (current and total), office birthday tracking, etc.
• Responsible for weekly order and supply maintenance for both kitchens
• Responsible for mail and couriers, such as the distribution of all incoming and outgoing mail, managing all site courier account set-ups and billings, monitor orders and manage all courier supplies, weekly Purolator invoices, and acting as the point of contact for shipping follow-up.
• Responsible for setting up new Purolator accounts when we are awarded another project site; accurately complete the request, register the site for direct billing, provide credentials to appropriate employees.
• Assist in the coordination of various corporate events. (i.e.., Holiday Party and Employee Appreciation events
• Track, organize, and edit company-wide document submissions for the creation of The Scoop, NAC’s quarterly newsletter. Ensure all content aligns with NAC’s values and maintains a high standard of professionalism throughout the editing process.
• Assist the HR Department with posting, editing/proofing, monitoring, and tracking social media posts.
• Provide backup support to the Office Administrator and department as required; create posters, create and execute employee initiatives, edit communications being sent out.
• Assist with various reporting documents for the administration department as required.
• Responsible for daily office opening tasks such as: turning on lights, brewing coffee, turning on lobby T.V and NAC Slide Show, opening phone system and turning off night service, checking corporate email account, check meeting room schedules, preparing morning courier packages, and other tasks as required.
• Responsible for daily office closing tasks such as: Preparing afternoon courier packages, turn off coffee machines, cleanliness of main floor kitchen such as; sink for dishes/cutlery, load dishwasher, start the dishwasher if full, confirm with Executive Assistant/Office manager if assistance or any additional tasks are needed. Prior to leaving, ensure coffee pots are empty, cleaned, and prepped; turn off lights, and any other tasks as required.
• Responsible for supporting the HSE department in running annual fire drill: roll call and employee attendance tracking.
• Provide other interdepartmental support and duties, as required.

Qualifications:

• Well-organized, detail-oriented individual with a minimum of two years of administrative experience
• Experience using a multi-line phone system
• Possession of a valid G2 or G driver’s license
• Possession of a college diploma in administration, finance, or equivalent relevant experience
• Advanced computer skills, including Microsoft Word, Excel, and Outlook
• Excellent interpersonal and communication skills, with the ability to work independently or as part of a team
• Demonstrated integrity and strong attention to detail
• Experience using courier websites and preparing outgoing packages
• Demonstrated excellent attendance and reliability