Receptionist - Uptown
Victoria, BC
We are currently recruiting for an Receptionist, Uptown- Victoria, BC
The Receptionist is accountable to the General Manager or the Retail Manager for effectively maintaining the reception function and providing general office support to the property management office of a retail centre, to ensure that administrative and office services are consistently provided to employees and visitors.
Duties & Responsibilities:
1.  RECEPTION AND SWITCHBOARD Greets guests and notifies appropriate individuals of their arrival to facilitate meetings, sets-up and maintains meeting facilities and assists with the preparation of meeting facilities in advance incl. required equipment, food and beverage service etc.; maintains office appointments schedule; receives and effectively re-directs incoming telephone calls within the property management office in a professional and polite manner to ensure high standards of customer service and satisfaction at all times.
2.   INCOMING AND OUTGOING MAIL Administers the Centre’s mail box system, maintains office postage meter, arranges for pickup and coordinates all receipt and delivery of incoming and outgoing mail, facsimile correspondence and couriers.
3.  OFFICE SERVICES Organizes office supplies and maintains sufficient levels as determined to ensure availability of office supplies at all times, follows up on delivery or assortment issues with suppliers, as required; facilitates various administrative arrangements incl. event organization and coordination to ensure that internal coordination between departments is timely and effective; liaises with all levels of staff to coordinate and resolve issues related to administrative matters in a proactive manner; assists with office communications, as required.
4.  OFFICE DOCUMENTATION Perform various documentation related duties incl. filing and retrieval of office documents by sorting and storing documents alphabetically, numerically, and chronologically or in accordance with any other filing system as determined by Manager; performs various data input activities and document generation with the use of company’s systems and platforms to ensure that data integrity is maintained and company’s policies and procedures for such activities are adhered to (e.g. lease documentation, insurance certificates, rent cheques, sales reports, service contracts, time reporting etc.); maintains various tracking systems for the office, as required.
6.  PREPARATION OF PAYABLES PACKAGES Performs day-to-day activities to prepare and verify documentation packages to be processed by the centralized accounts payable function (e.g. purchase orders, service contracts) while ensuring necessary authorizations are received in a timely fashion to avoid late penalties and to develop positive relationships with clients and third-parties.
7.  SUPPLIER STATEMENTS Analyzes supplier statements received, follows up on any outstanding payments to be made and resolves any discrepancies in payment amounts to ensure accuracies in billings and payments.
8.  PAYABLE ACCRUALS AND PERIODIC REPORTING Assists Account Administrator with accruals (i.e. preparing monthly utility and contract accruals, overseeing and approving the preparation of monthly PO accruals, balancing of the accrued liability account, etc.) to ensure proper amounts owed.   
9.  OTHER ADMINISTRATIVE DUTIES Performs general administrative duties for the property management office including photocopying, fax transmittals etc.; handles inquiries from and coordinates work with all functions and parties within or outside of the organization (i.e. tenants, suppliers, vendors, city officials etc.).
Minimum Requirements:
Skills, Knowledge, Experience and Education
  • Intermediate to advanced practical knowledge of MS Office Applications.
Core Competencies
  • Excellent collaboration and teamwork skills
  • Good organizational and time management skills
  • Good communication skills both verbal and written
  • Ability to multi-task, work under pressure and prioritize
  • Ability to adapt to changing plans and priorities
  • Attention to detail
  • Result- and service oriented
  • Professional manners and appearance.
Additional Requirements:
  • High School or College Diploma in Office Administration or equivalent experience is an asset.
  • Previous experience with multi-line telephone stations is an asset.
Please DO NOT apply directly from this website.
Interested applicants  to email their resume to with "Receptionist - Upton - Victoria, BC" in the subject line no later than July 15, 2013.
Expiry Date: Monday, July 15, 2013

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