At CWB , we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by: Putting people first and building relationships with intention
Seeking out and embracing new ideas
Believing that how we do things is as important as what we do
Role Specifications
In-office work environment ? Part time opportunity
Location: Vancouver
The opportunity
The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person.
The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.
This part time role requires in-office presence, with a weekly schedule of 25 hours, from Monday to Friday.
The day-to-day
Reception Greet clients on the phone and office in a friendly and inviting way.
Efficiently triage and transfer incoming calls.
Respond to client inquiries and complaints, receiving incoming/forwarded phone calls professionally, taking and distributing messages.
Record and activate voice messages for holidays and office closures.
Manage Outlook meeting room calendars.
Determine who guests are meeting with and announce their arrival to the appropriate person.
Handle complaints following complaint-handling procedures.
The go-to person for all queries related to the Office.
Train and cross-train relief staff.
Maintain the reception desk tidy and presentable.
Offer and serve refreshments to visitors and keep coffee stations stocked.
Mail & Courier Support Receive all incoming/outgoing couriers and monitor courier/fax logs.
Process and sort all incoming and outgoing Canada Post Mail.
Ensure postage is allocated to appropriate cost centres.
Maintain and download funds to postage meter.
Place service calls for issues with postage and mail inserter machine.
Prepare and print shipping labels and envelopes on request.
Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
Receive and notify/distribute courier deliveries and faxes and send them upon request.
Receive, track, scan and arrange for registered mail.
Provide thoughtful, insightful, and timely support and responses to various mail/courier related queries.
Administration Monitor, maintain and order office/coffee supplies inventory and review and approve their supply acquisitions.
Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring proper signatory authorizations.
Report building issues to Property Management/Corporate Office Facilities Department.
Prepare payments requisitions on behalf of Corporate Services Department.
Update, distribute and manage internal contact information.
Issue and maintain visitor, key logs.
Escort third party vendors
Manage, track and provide monthly parking assignments report to HR.
Maintain access card inventory and reorder when necessary.
Independently maintain and update reception processes in manual.
Participate in Business Continuity tests and events.
Create and maintain various spreadsheets and coordinate ad-hoc information requests from members of the Corporate Services Department.
Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to improve efficiency and enhance the office performance and/or operations.
Provide administrative support and participate in office committees and project teams.
Coordinating tasks and other administrative duties including meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, and changing toner in photocopier/filing paper trays.
Assist with team engagement activities.
The successful incumbent
Core knowledge requirements
Education Post-secondary education and/or learning courses preferred.
Professional Experience Minimum 2 years of proven experience in Administrative Role.
Experience with multiple phone lines.
Experience in processing invoices, COUPA
Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.
Skills and competencies that will take you further Strong work ethic portrays a team player and a can do attitude at all times.
Approach interactions with friendly, cooperative and customer service focus attitude.
Exceptional time management skills with the ability to switch tasks effectively while staying organized.
Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.
Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.
Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.
Ability to make independent decisions and resolve challenges.
Strong attention to detail, organization, and problem-solving skills.
Ability to work effectively with little or no supervision and takes personal responsibility.
Handle sensitive and/or confidential documents and information.
Takes personal responsibility.
Why work with us?
Your success is our obsession! And our award-winning culture & benefits back it up.
Proudly recognized by Great Place to Work® in 2023 as one of Canada's top 50 Best Workplaces & recipient of Waterstone Human Capital's Most Admired Corporate Culture 2023.
Wellness matters . We offer an award-winning benefits package that includes: Hybrid work environments
Everyday flexibility
Generous company-funded health coverage
Health care spending account
A flexible wellness program
generous time-away options to unplug, rest & recover
Career development. We commit to our employees' development and help them reach their professional goals with: Organization wide coaching services
Mentorship
Education support & training programs
Bring your whole self to work. Inclusion
#LI - SA1
IND - SA
As an equitable employer, CWB Financial Group is committed to providing a safe and inclusive environment where a diverse workforce thrives. You are welcomed and encouraged to bring your whole self to work. Dignity, respect and equality are non-negotiables. If you require accommodation during any part of the recruitment or selection process, please reach out.
Closing Date:
* Position closes at 12:01am on the close date identified below.
12/12/2024