Bilingual Receptionist/Administrative Support

Scarborough, ON

Employment Type: Temporary Industry: Administrative/Office Support Job Number: 61823

Bilingual Receptionist/Administrative Support

Duration: 5-Month Contract

Location: Scarborough

Compensation: $20 per hour

 

Our government-sector client is seeking a Bilingual Receptionist/Administrator to join their team for a 5-month (Dec - May) temporary contract. This position will also provide clerical and administrative support to the Communications and Strategic Services division and the organization, as needed. This position reports to the Manager, Communications Support Services.

Responsibilities:

  • Provides front-desk reception coverage and support: Receives visitors and clears them through security; answers incoming telephone calls and re-directs calls as requested.
  • Provides Human Resources support during the hiring process by gathering candidate information and forms and assisting with the set-up of interviews.
  • Receives and screens incoming correspondence/mail and forwards - according to established processes and practices - to appropriate staff member. Prepares outgoing mail/courier pickups/deliveries as required.
  • Responds to public inquiries that do not require the attention of the Director, Managers or other staff, based on existing FAQs and/or own knowledge of services and mandate.  Redirects more complex queries to the appropriate staff.
  • Coordinates and compiles information for projects and presentations, in conjunction with the managers and staff, including liaison with subject matter experts, collecting edits/revisions/feedback from team members and compiling into a document for appropriate staff.
  • Supports corporate committees/meetings, if required, by preparing agendas, minutes, maintaining log of action items, etc. and following up as required on status updates, items/information requests for next agendas, etc.
  • Provides administrative support by preparing correspondence, reports, charts, presentations, briefing notes etc.  Proofreads all materials to ensure accuracy of content, grammar, spelling, punctuation and format, applying established corporate style and presentation standards to communications and correspondence.
  • Arranges meetings for managers within the unit and assists in maintaining the Manager’s appointment schedule/calendar. Prepares agendas for meetings and books boardrooms/facilities and issues confirmations to participants, ensuring all necessary equipment, supplies, materials, refreshments, etc., are properly arranged. Makes necessary travel arrangements for the Manager and/or staff.
  • Maintains filing systems and records (including electronic and hardcopy) in compliance with corporate policies and records management standards.
  • Compiles and maintains databases on a continuing or project basis, identifying reporting deficiencies and data anomalies according to established protocols.
  • Communicates with clients and suppliers to address issues relating to provision of information, clarification of responses or follow up to reporting requirements. 
  • Provides administrative support services including ordering office supplies, tracking expenses using spreadsheet software, coding invoices, compiling information related to monthly expenditures, purchases, requisitions and commitments.
  • Maintains and prepares attendance reporting records for the cluster for the Director/Manager’s approval. Fulfils responsibilities with respect to financial and human resource administration, ensuring compliance with corporate policies and procedures.
  • Performs other related activities, as required. Keeps up-to-date on related skill development in order to use any new technologies or processes, as required.

Qualifications:

  • Advanced oral and written English and French competency.
  • Knowledge of office administration and clerical practices and procedures to perform a range of clerical and administrative support services.
  • Operational knowledge of multi-line phone systems and TTY procedures to manage phone lines and transferring of calls.
  • Knowledge of financial and human resources administration procedures and processes to administer and track expenditures, process invoices and maintain and report on staff attendance.
  • Good command of grammar and spelling to draft correspondence, proofread for typos and grammatical errors. 
  • Knowledge of computer technology systems and applications prepare correspondence, reports, charts, presentations, and spreadsheets. 

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