Receptionist / Office Clerk

Essential Duties and Responsibilities:

Reception and Telephone

• Greet visitors courteously and direct them to the appropriate person or department.
• Answer incoming calls within two rings and transfer them to the appropriate extension.
• Transfer messages to the appropriate voicemail boxes when required.
• Take and relay messages as needed.

Mail and Courier

• Open, stamp, and distribute incoming mail to the appropriate recipients' mail slots and provide the Chief Accountant with the relevant documents.
• Check outgoing mail baskets daily at 2:00 p.m.
• Prepare regular mail for daily delivery and place it in the nearby mailbox when leaving.
• Prepare packages for courier shipments and file the required documentation.

Administrative Support

• Schedule customer appointments with the Order Desk and Showroom.
• Verify shipping manifest costs.
• File orders and BIL documents by date for the Accounts Receivable department.
• Prepare and forward required documents and statements to the Accounting and Credit departments.
• Review telephone and fax invoices and report discrepancies to the appropriate manager.

Human Resources

• Register agency workers in the payroll system.
• Schedule candidate interviews.
• Inspect first aid kits and arrange for replenishment as needed.
• File and update Human Resources administrative documents.
• Provide administrative support to the Human Resources Manager.

Perform any other related duties required for the smooth operation of the business.

• Minimum 1 year of experience as a receptionist.
• Excellent communication skills.
• French (spoken and written) - 100% proficiency required to communicate with all customers and employees and to send emails.
• English (spoken and written) - 100% proficiency required to communicate with all customers and employees and to send emails.
• Proficiency in Microsoft Office Suite and strong computer literacy.