RECEPTIONIST/COMMUNICATIONS LIAISON
Overview
As a vital position in the organization, the Receptionist may be the first point of contact for members and external stakeholders communicating with the TPA. The Receptionist must be cordial, pleasant and possess the ability to quickly route inquiries to the appropriate TPA personnel. The hours of work are consistent; however the work volume can be driven by issues affecting specific members of the TPA and policing in general. The Receptionist must be able to effectively task switch within the fast-paced environment. Considerable tact and diplomacy are required to project a positive and professional image of the TPA while caring for those that contact the TPA.
Duties
• Answer and direct all incoming calls, answer general inquiries regarding dates and times of meetings, telemarketing, general information regarding TPA, manage the switchboard
• Record messages, page when necessary
• Maintain general delivery voicemail message box, programming of telephone system, emails directed to general delivery email box
• Screen visitors at entrances to determine eligibility for entry, greet visitors and direct to appropriate destination in the office
• Complete daily staff attendance day sheets, update TPA weekly directors’ schedule posted in Microsoft Outlook
• Receive, sort, record and distribute all incoming faxes, mail and emails to appropriate areas of TPA
• Scan applicable mail and newspaper articles into electronic format
• Deliver outgoing mail
• Organize and complete weekly Update mail outs, fax SIU roster every Thursday to Duty Desk
• Complete sales transactions using POS machine, reconcile POS machine daily sales using control sheet
• Manage office supplies, process orders for supplies and coffee when required, arrange for service of office equipment
• Perform typical duties inherent to the position
• Assist the directors and staff as necessary, other duties as requested
Qualifications
The successful candidate will have a minimum of two years experience in a reception or administrative role. The candidate will have working knowledge of Microsoft Word, Excel, and Outlook. The candidate must have an aptitude for learning new technologies and quickly direct the flow of communications. Preference will be given to candidates with administrative education.
To Apply
Please reference Job ID: TPA2011-12 and send detailed resume and cover letter to employment@tpa.ca.
No phone calls or agencies please.