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Position: Receptionist
Reporting to: Executive Assistant, Management Services

General Objective and Purpose:

• Richmond Road's Receptionist is the first contact our customers, both internal and external, have with Canadian Bank Note Company, Limited. The receptionist's mission is to ensure courteous and accurate flow and allocation of incoming inquiries into Richmond Road. The receptionist also provides administrative support to various departments to assist with the normal day-to-day operation of the business. The receptionist must have exceptional communication skills and a desire to be part of a successful, customer driven service organization.

Responsibilities: Duties, and Tasks:

Hours of work: Monday to Friday from 8:00 am to 12:00 (one hour break) 1:00 pm to 5:00 pm

• Courteous and timely answer and routing of incoming switchboard telephone calls (calls to be answered before going into voicemail).
• Control access and movement of employees and visitors through Reception area.
• Restricting building access to authorized employees and visitors.
• Ensuring only authorized employees and pre-announced visitors are accessing/leaving through the Front Reception area and directing all other non-authorized visitors and employees to the East Door Security Station.
• Ensuring all security documentation is completed for visiting guests.
• Checking incoming and outgoing packages, boxes and all similar material.
• Issuing Identification Badges to visitors and CBN employees.
• Keep a well-organized reception and lobby area.
• Carry out actions required on Lotus Notes Visitor Notification forms involving customer visits.
• Prepare welcome board and flags for visiting guests.
• Maintain schedule for booking of multiple conference rooms and audiovisual equipment.
• Assist Sales Team with meeting preparation and client visits.
• Arrange catering for meetings.
• Responsible for faxing documents and distribution of incoming faxes.
• Update and maintain telephone/fax/pager list for employees.
• Check meeting rooms at end of day to close windows and remove files.
• Responsible for petty cash
• Book travel arrangements through Internet.
• Order vignettes
• Provide administrative support to various departments (Legal, Purchasing and Executive Offices)
• Duties to include, but are not restricted to:
• Sort and distribute incoming mail.
• Photocopying.
• Assist internal teams with meeting preparation.
• Document shredding.
• Prepare mailing labels and envelopes.
• Scan agreements and contracts.
• Open new files.
• Prepare monthly expense forms for executives.
• Arrange conference calls for executives.
• Internet searches for executives.

Qualifications:

• Excellent customer service and phone skills.
• Minimum of three to five years of experience in reception or administrative support.
• Excellent communication skills in English and French. Spanish would be an additional asset.
• Minimum education of high school diploma, post secondary education or degree an asset.
• Currently holding Secret Level Security Clearance.
• Excellent inter-personal skills and a professional demeanour.
• Positive attitude, good attention to detail, ability to adapt to changes and handle multiple tasks or projects.
• Intermediate skills using Microsoft Word and Excel (PowerPoint an asset), Lotus Notes and Internet.
• Maturity/confidence greeting VIP guests/customers in person while handling a busy switchboard.
• Experience managing multiple boardrooms and booking audiovisual equipment.
• Good judgment when disseminating information and responding to difficult callers.
• Discretion handling confidential information and documentation.
• Knowledge of hospitality protocol would be an asset.

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