Receptionist / Office Administrator

Receptionist / Office Administrator

Vision Electric Limited - Bedford, NS

Employment Type: Full Time

Vision Electric Limited is currently hiring a Receptionist / Office Administrator to join our team in our new office, located on Rocky Lake Dr.

Who we are: Vision Electric Limited is a growing entrepreneurial business in search of a driven productive employee that brings their 'A' game and proven administration skills to our 'VISION'-ary company - you will help take our office functions to the next level. We promote a positive office culture through employee engagement and involvement.

This position can commence immediately, with an average of 40 hours per week offering a competitive wage. Monday to Friday 8:30 to 4:30 in office position.

About Our Opportunity: Reporting to the Office Manager, the Office Administrator serves as the office receptionist/front desk representative and provides a warm and professional first impression and presence in the reception area to both our clients and personal. The successful applicate will be working in a dynamic, team-oriented, and supportive office environment. Experience using QuickBooks Online and Microsoft 365 is considered an asset. There could be an opportunity to continue your career with us, as we are a growing company.

Position Benefits

Here's why we think you'll love working at Vision:

• Competitive wage
• Employee Health Benefits
• Group RRSP with matching
• Social and community-based events
• Opportunities to collaborate closely with senior personnel
• Opportunities for growth and personal development

Position Responsibilities
Here's what your day-to-day looks like:

• Serve as the face of the organization to greet visitors, answer telephones, and accept/arrange deliveries
• Assist with general inquiries; direct visitors to appropriate location (e.g., office, boardroom, and other office areas/rooms); provide coffee, tea, and water as requested
• Manage incoming and outgoing telephone calls, taking messages
• Recording accurate client information and scheduling corresponding service calls / emergency calls
• Manage incoming emails and responding or directing to the appropriate personal
• Maintain a clean, tidy front reception and coffee area
• Book travel and accommodations as required
• Booking and scheduling rental equipment for drop off and pick up at sites, as per electricians' requests
• Coordinate maintenance of office equipment (e.g., verify printers are stocked with paper and toner, troubleshoot problems, communicate with IT or repair service providers as necessary)
• Coordinate incoming and outgoing mail (e.g., sort and distribute incoming mail, prepare packages for courier or mail)
• Assist with creating and maintaining electronic and paper files of reports and job site documents
• Digitalization of old project files and storing onto the server backup files
• Attend, prepare and distribute JOSHC meeting minutes
• Maintain incoming and outgoing job site documents and facilitate job related correspondences as required by project teams
• Assist with any other administrative tasks as required

Job Requirements

Our ideal candidate has the following:

• Post-secondary education in Administration or a related discipline, or equivalent experience
• Experience in an administrative support role
• General knowledge of standard office procedures
• Strong attention to detail and strong organizational skills
• Ability to respond promptly to changing demands to assist in meeting critical deadlines
• Ability to work independently and collaboratively
• Proficient in the general use of computers, particularly with Adobe, Microsoft Word, Teams, Excel, and Outlook
• Experience in accounting programs, particularly with QuickBooks Online is preferred
• Ability to work productively on several tasks at once while handling frequent interruptions
• Ability to respond to inquiries or complaints from clients or potential clients
• Professionalism, maturity, and judgment and maintaining a professional business appearance
• Willingness to learn new things
• Strong work ethic and self-motivated