Receptionist - Workplace experience
Toronto, Ontario
PointClickCare – Facilities Management /
Full-Time /
On-site
Reporting to the Facilities Manager and working closely with the Workplace Experience and the Real Estate Teams, this position is responsible for the coordination and facilitation of PointClickCare’s visitor, customer, and employee experience. The role demands a high level of multitasking between various systems such as visitor & vendor management software, telephone systems, e-mail correspondents, appointment management, etc. In order to meet these expectations.
Key Responsibilities(Reception)
- Answering incoming switchboard calls from potential clients & customers, transferring to various departments as required.
- Greeting and appointment coordination of all visitors and vendors attending the office.
- Proficient knowledge of PointClickCare’s corporate structure, departments, and products in order to facilitate and assist customers and employees seeking direction.
- Manage the sign-in/out process of all visitors and vendors onsite.
- Organization and facilitation of onsite event guest registration.
- Assist the Workplace Experience team in the facilitation of employee’s office & meeting room bookings.
- Inventory and ordering of all electronic badge accessories.
- Monitoring of the office First Aid Room usage and coordination of sanitation as required
- Key control of all visitor, vendor, and temporary employee badges including follow-up on any missing items.
- Formatting proofs and ordering all corporate business cards and name tags
- Coordination and ordering of all corporate flowers.
- Internal management and distribution of all external time-sensitive faxes.
- Ensuring the Reception area is kept in a clean and organized manner.
- Upkeep and organization of all key contacts and phone numbers.
- Update the reception playbook to ensure all information current
- Training of all Reception relief staff
- Assist other departments and Executive Assistance with various one-off administration projects as required
- Working hours: 8:30AM - 4:30PM.
Key Responsibilities (Mailroom):
- Manage, notify, and distribute all incoming and outgoing mail/parcel deliveries.
- Organize and facilitate centralized receiving of packages.
- Track and record incoming parcel deliveries.
- Oversee postage machine supplies, maintenance, and funds reports.
- Manage and maintain all courier and shipping accounts.
- Inventory and stock all paper, office, and shipping supplies.
- Ensure the mailroom is neat and organized.
- Creation and upkeep of the mailroom manual and Standard operating procedures.
- Training of all mailroom relief staff.
- Special projects as assigned.
Required Experience
- An equivalent combination of relevant education and experience with a preference for a Diploma in a relatable subject
- Extensive experience dealing with clients & customers preferably in an environment where problem-solving is required
- Ability to assist employees, clients, and visitors with emphasis on outside-the-box thinking when required
- Must be self-motivated with strong multitasking and organizational skills
- Effective written and verbal communication, interpersonal, and problem-solving skills
- Computer proficiency with Microsoft 365 products
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$49,000 - $55,000 a year
Working at PointClickCare goes beyond the resume, because the work we perform makes a true difference in people’s lives. We build innovative healthcare technology for seniors and their caregivers that improve their quality of life and well-being on a daily basis. We believe work is so much more meaningful when you’re doing it with a higher purpose.
