Client Communication:

• Greeting customers, suppliers, and visitors in a professional and courteous manner.
• Answering phones in a timely, courteous and professional manner and either assisting the caller or redirecting the call to the appropriate party in order to ensure all callers to the company are treated promptly, professionally, and courteously in keeping our corporate image.
• Responding to emails in a timely, courteous and professional manner.
• Setting up appointments for potential hires, which includes contacting appropriate parties to schedule meeting times, booking meeting rooms, offering refreshments, and arranging any audio-visual equipment and meeting materials as needed.
• Coordinating all meetings by receiving relevant information from managers/staff, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting.
• Processing all mail, facsimiles/scans and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles/scans; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier as required in order to ensure the timely and accurate distribution of company correspondence.
• Providing and maintaining courteous, professional and efficient service to internal/external customers, business associates and/or suppliers/vendors by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service.
• Customer care and handling complaints to maintain great customer service and satisfaction with our services.
• Other duties as assigned. 

Office Management:

• Handling all front desk duties with enthusiasm and professionalism at all times.
• Keeping the office clean, supplied and organized.
• Responsible for all kitchen duties.
• Developing general office practices and procedures and ensuring all employees adhere to them.
• Recommending and implementing enhancements to current procedures that will improve operational effectiveness.
• Organizing and maintaining filing systems for both electronic files and hard copy, by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary.
• Managing incoming and outgoing mail, and deliveries in order to ensure the timely and accurate distribution of company correspondence.
• Monitoring and maintaining office supplies by checking supply storage cabinet on a regular basis, reviewing supply requests and ordering items, which need replenishing to ensure that management/staff have the tools and equipment to perform their duties.
• Data entry as assigned and as needed.
• Coordinating all boardroom bookings by receiving relevant information from managers/staff, maintaining meeting room calendars, creating and sending confirmation documents and floor plans for set up, communicating details to all required parties, and maintaining room furniture/equipment/supplies.
• Providing administrative support (operations and communications) for management and office staff as required.
• Other duties as assigned.

Qualifications and Skills:

• Excellent communication skills, both verbal and written
• Intermediate to advanced computer skills (Excel, Word, PowerPoint, and social media networks)
• High degree of organizational and administrative skills
• Strong attention to detail
• Team player attitude, and collaborates with others
• Ability to interact at all organizational levels
• Ability to work with minimum supervision
• Tact and diplomacy
• Professional image and demeanor
• Strong analytical skills; detailed and deadline oriented
• Ability to multi-task
• Innovative and quick-learner
• Committed to customers, customer service
• Ability to prioritize work based on information provided
• Ability to learn quickly in a high paced, challenging environment