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.

This position is in Woodstock but the successful candidate may need to travel to the Cambridge office 1-2 days per week, a driver's license is required.

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, demeanor, 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
Manager and/or General Manager.
• 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.

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 
Time Management

Client/Customer Focus 
Communication Skills

Professionalism

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.
• Occasional overtime