Receptionist

Description

About Company

Black & McDonald is an integrated, multi-trade contractor providing electrical, mechanical, utility and maintenance services to government, industrial, commercial and institutional markets. The company currently operates across Canada, US and Bermuda with over 5,500 employees working out of a network of more than 26 offices. Since 1921, Black & McDonald has remained a family-owned business with an uncompromising commitment to the founder's principles of delivery as promised and fairness to all. The company has followed a planned course of diversification and expansion, combining growth and financial stability with ongoing investment in our people, and a willingness to pioneer new business opportunities and directions.

Summary of Position

Reporting to the Regional HR Partner, the Receptionist is the first point of contact within the office environment and is required to maintain front desk security. Duties will include switchboard operation, greeting and directing guests and visitors, and scheduling appointments and boardroom space. The Receptionist is also responsible for such clerical duties as basic accounting procedures, typing, filing, faxing, photocopying and ordering of office and other supplies.

Duties & Responsibilities

-Operate telephone system to answer, screen and forward telephone calls, take messages and provide information as required

-Maintain office equipment service and supplies and prepare, receive and distribute bi-weekly office supply order

-Research special supply and promotional item options, pricing and ordering

-Refill orders for B&M printed materials including envelopes, invoice paper, service reports and business cards

-Prepare outgoing mail and receive, open and distribute incoming mail

-Prepare waybills and schedule both local and inter-company courier

-Maintain main floor kitchen including loading/unloading the dishwasher and preparing and receiving weekly coffee order

-Meeting and conference preparations including printing and compiling meeting documents, catering needs and boardroom booking and set-up

-Assist with asset tracking, recording and monitoring

-Assist with cell phone, changes, set up and restaging

-Assist with scanning and labelling employee file documents

-Assist with assigning courses through the Company online learning system LITMOS and manage onboarding of hourly employees as and when needed.

-Sort, organize and distribute payables and vendor statements

-Assist in day to day processing of accounts payable and reconciliations within established procedure

-Cell phone summary and allocation

-Other duties as assigned

Competency Requirements (Skilled to Advanced)

-Change Orientation (open to change and the ability to identify where it is needed and how to make it happen)

-Communicates Effectively (verbally and in writing)

-Customer Focus (understand the needs and perspectives of both internal and external customers)

-Holds Self and Others Accountable (take personal responsibility to meet commitments)

-Teamwork and Collaboration (work cooperatively and collaboratively with others)

-Values and Respects Others (encourages and supports diversity)

Education and Skill Requirements

-A College Diploma or equivalent in Office Administration is beneficial and experience in the construction industry would be considered an asset.

-Extensive administrative experience in an office environment may substitute for post-secondary education requirements.

-Experience and knowledge of a variety of software is beneficial including Microsoft Office Suite and JD Edwards.

-Excellent verbal and written communication and interpersonal skills.

-Knowledge of Black & McDonald Limited

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.