Receptionist/Administrative Assistant

 

Purpose

The Administrative Assistant is responsible for maintaining the front end and customer service duties in order to ensure client calls, inquiries, emails, and concerns are handled effectively and efficiently. This position requires an enthusiastic and proactive worker with strong interpersonal and customer service skills. The primary focus of this job is to be the first point of contact for clients and suppliers, as well as assist office personnel with clerical duties, data entry, and filing.

Specific Duties

The Administrative Assistant will have a variety of duties and activities to perform on a daily basis, with the main priority being reception, data entry, and customer service. The list, below, details the specific duties assigned to this role. Please note, this list is subject to change and other related duties may be asked/required of the employee.


RECEPTION

  • Operate a multi-line phone switch board: answer incoming calls, respond to voicemails, transfer calls.

  • Record and relay messages and customer information accurately and promptly.

  • Direct calls to the appropriate individual and respond to inquiries.

  • Book on-site consultation appointments, via phone or email, for clients with the appropriate arborist/manager, including accurate information.

  • Provide support to management/sales.

  • Conduct courtesy, follow up, and reminder calls for clients.

  • Monitor and respond to emails.

  • Speak/interact with customers in a professional and courteous manner.

  • Provide general information to customers about company and services.

  • Greet and assist office visitors in a welcoming and courteous manner.

  • Process/accept customer payments (paypal, square, cash, cheque, etc).


CLERICAL/DATA ENTRY

  • Utilize Arborgold to enter client details, create jobs, re-send proposals, create work orders, and create invoices.

  • Record and input client information into Outlook Calendar & Arborgold.

  • Create BC One Calls and attach related information to work orders.

  • Confirm approved proposals and prepare work orders.

  • Prepare invoices and statements as required.

  • Assist with proofing, editing, and printing reports for the consulting team.

  • Organize company clothing and library materials.

  • Maintain spreadsheets for tracking purposes.

  • Organize incoming and outgoing mail, files, invoices, and receipts as required

  • File all correspondence, proposals, and completed work.

  • Post reminders around the office for: time sheets, upcoming events as required.

  • Keep the office and greeting area for customers tidy and free from clutter/equipment.

Qualifications

  • Minimum Education: high school, office administrative training is preferred.

  • At least 2 years of reception/office experience.

  • Class 5 Drivers License is an asset.

Knowledge, Skills & Other Attributes

  • Excellent interpersonal skills.

    Team building skills.

    Strong communication skills – verbal & written.

    Demonstrates attention to detail.

    Strong organization & time management skills.

    Stress management skills.

    Respectful, honest, & trustworthy.

    Represents company in a professional manner.

    Willingness to help others.

    Moderate to extensive knowledge of office administration.

    Analytical decision making & problem-solving skills.

    Practices active listening.

    Demonstrates high proficiency in MS Office applications.

    Perform due diligence & confidentiality measures for sensitive information.

    Demonstrates cultural awareness & sensitivity.

    Approaches earning and work in a flexible manner.

    Supportive & collaborative.

    Understands that value and contributions are seen and gauged over time.

    Excited to learn and learns quickly!

Relationships

Reports To: Office Manager, Market Leader, Owners, and other management.

External Reports: Customers, Suppliers, and Third-Party Organizations.

Working Conditions

  • The BCPHC office is a low-traffic environment with most customer interactions occurring via phone or email. In the case that a client, vendor, or subcontractor visits the office, the Receptionist will follow policies and procedures regarding visitors.

  • Majority of duties will be performed in an open workspace with other office personnel in the area. The office area is separated from the equipment and products/chemicals used by other employees therefore direct exposure to risks are minimal.

  • Normal physical activity is required with occasional light lifting duties up to 40 lbs.

  • A flight of stairs leads to the office on the upper level. Ability to climb flights of stairs throughout the day is required.

  • Considerable amount of time spent at desk/work station inside the office to monitor phone lines and complete clerical/data entry tasks. Working outside the office is rare, but may be requested.

Income

$20.00 - $25.00 hourly, depending on experience.
Part-time hours of Monday, Tuesday, & Friday 7:30am-4:00pm or Monday-Friday 9:00am-4:00pm available
Full-time hours available as well.

Benefits

  • Self Directed Benefits Package if eligible

  • Medical, Dental, & Insurance Options

  • Education/Professional Development Allowance

  • Paid Vacation if accrued/Paid Holidays

  • Paid Birthday Off

 

We thank all those who apply, however, only those requested for an interview will be contacted. Please submit your cover letter and resume, stating the position you are applying for in the subject line, to [email protected].