Office Services Specialist and Receptionist - Jobs in Calgary, AB

Job Description

Position Title: Office Services Specialist and ReceptionistDepartment: Office ServicesLocation: CalgaryStatus: Permanent Full-timeThe position is accountable for courteous & professional handling of all incoming calls and all guests attending at the office in conjunction with other reception related clerical duties. In addition, the position supports and assists the Manager, Office Services both operationally and during his/her absence. This position also provides assistance to the Office Services National Team as required.Key Responsibilities:

• Responsible for greeting visitors, answering and directing incoming calls, assisting callers with navigation of New SRO website as well as coordination of meeting rooms, video conference and equipment bookings. Maintain and update meeting and equipment request log.
• Responsible for courier, mail and offsite storage deliveries and distribution. Maintain and update courier log.
• Use problem-solving skills to manage facilities and equipment related issues by trouble shooting and/or escalating to property owner or service provider as appropriate and ensuring that the issue has been satisfactorily resolved. Maintain and update service maintenance log.
• Perform other activities as required to contribute to the smooth functioning of the office. Support and assist Manager, Office Services both operationally and during his/her absence. Responsible for all reception accountabilities in addition to assisting with special projects as required.
• Responsible for conducting cost comparisons of suppliers for evaluation by Manager, Office Services as well as coding of invoices and maintaining Budget Tracking spreadsheets for all departments. Support Manager with issuance of Montréal/Vancouver/Calgary RFPs as required including initial review of submissions along with conducting reference checks for respondents under consideration. Assist Manager with preparation of yearly Capital and Operating budgets.
• Monitor inventory for various office equipment, office stationery, first aid and kitchen supplies and order, and stock product to maintain proper levels.
• This position also provides front line security applying security procedures for all visitors being cognizant of suspicious behavior in and around reception and elevator lobby. Required to be well versed in established emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Responsible for adds/deletes and suspensions of security access cards for the Montréal/Vancouver/Calgary space. This includes taking pictures of new staff for the security cards.
• This position is a first responder in Health & Safety situations.
• Responsible for equipment set up and trouble shooting for AV equipment, video conferencing, VOIP, photocopy and postage equipment escalating to appropriate service provider as necessary. Provide training and support for office and video conference equipment to all support staff.
• Provide IT assistance including equipment set up, wiping and shipping of equipment as well as assisting IT and outside provider with troubleshooting server issues.
• Update the attendance records for the Montréal/Vancouver/Calgary office for HR
• Set-up, and clean up, of internal meetings as requested. This may include arranging for catering, upon request.
• Administer offsite storage database for all departments ensuring records accurately reflect location of documents currently on site or in storage. Manage offsite document destruction process including monitoring departmental destruction dates, obtaining Management destruction authorization and arranging for third party destruction. Perform annual audit to confirm accuracy of offsite storage and destruction records.

Education and Experience:

• Four years experience as a receptionist and/or administrative role in Office Services capacity, or a combination of relevant education and
• Knowledge of physical premises security process and procedures.
• Up to date knowledge of and experience with video conference equipment and VOIP telephone systems.
• Awareness of facilities procedures and knowledge of how to
• Knowledge of and ability to troubleshoot office and AV, video conference and VOIP equipment.
• Certified in First Aid and CPR

Key skills and Competencies

• Proficiency in MS Word, Excel and Outlook.
• Excellent organizational and problem solving skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple projects at the same time.
• Effective communication skills, both oral and written.
• Ability to understand and assist IT with trouble shooting issues.
• Ability to lift up to 50 lbs.
• Assistant Fire Warden
• Bilingual (French and English) optional for Vancouver and Calgary

While we appreciate receiving applications, only those applicants who closely meet the position requirements will be contacted.New SRO is committed to employment practices that are inclusive and accessible. Accommodations for individuals with disabilities are available. Should you require accommodation, please contact Human Resources.#LI-ONSITEQuick Apply

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