Admin Assistant/Receptionist

Reception
Answer general phone inquiries using a professional and courteous manner
Direct phone inquires to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward voice mail from the general mailbox to the appropriate staff member
Receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Provide secretarial and administrative support to management and other staff
Make meeting arrangements for staff

Qualifications

Knowledge, skills and abilities
Proficiency in the use of computer programs for:
Word processing
Spreadsheets
E-mail
Internet

Proficiency in the use of office equipment:
Computer
Voice messaging systems
Fax
Photo copier

Personal characteristics
Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.