Receptionist/Administrative Assistant - L508

Stonex Granite and Quartz Inc. in Woodstock, ON is looking for a Receptionist/Administrative Assistant.
The Receptionist/Administrative Assistant, under the direction of the Sales Manager, will primarily act as a first point of contact and provide general information to staff, clients, and the public. This position will be responsible to prepare, review, and/or edit various forms of correspondence, manage, and administer inbound and outbound mail. The Receptionist/Administrative Assistant must have the ability to adapt to new technology. Must be able to deal with all people sensitively, tactfully, diplomatically, and professionally at all times.
JOB DUTIES & RESPONSIBILITIES:
• Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions.
• Answer telephone and electronic inquiries and relay telephone calls and messages
• Maintain a professional appearance, demeanour, and attitude at all times.
• Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders.
• Maintain and ensure confidentiality with all clients and all departmental files.
• Maintain the reception, coffee and copy areas in a tidy and presentable manner.
• Provide administrative support to Senior Management and Owners.
• Perform data entry into various databases.
• Perform basic bookkeeping functions.
• Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports.
• Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence.
• Coordinate the logistical aspects of departmental programs such as meetings,
seminars, workshops, special projects, and events, maintain board room calendars.
• Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers.
• Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
• Photocopy and organize documents for distribution, mailing, binding, and filing.
• Accurately and appropriately file correspondence, invoices, and receipts.
• Backup to the Sales team when needed.
• Document process flows by creating SOP for review and approval by the Sales
• Participate in team meetings and training as required by the Sales Manager and/or General Manager.
• All other duties as required by the Sales Manager and/or General Manager.

WORKING CONDITIONS:
• Operation of desktop computer and peripherals.
• Extended periods of sitting.
• Interaction with employees, management, and the public at large.
• Working in a busy office environment with frequent interruptions.

JOB REQUIREMENTS:
• High school diploma, GED, or equivalent.
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
• Superior telephone manners and strong interpersonal skills.
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Ability to prioritize and manage conflicting demands.
• Ability to deal with people sensitively, tactfully, diplomatically, and  professionally at all times.
• High level of integrity and work ethic.
• Ability to remain calm and poised in urgent situations.
• Proficiency in database applications and administration systems.
• Meticulous records maintenance skills.
• Demonstrated time management skills.
• Ability to write and format moderately complex correspondence, including memos and letters
• Ability to maintain filing systems, databases, and basic diary/minutes management.
• Commitment to Health and Safety and abiding by all MOL, ESA, AODA, OHRC, and OHSA requirements and other applicable federal or provincial legislation.
COMPETENCIES:
Teamwork Results Orientated Problem Solving
Continuous Improvement Commitment to Health and Safety Adaptability
Attention to Detail Client/Customer Focus Professionalism
Time Management Communication Skills