Reception/Office Services Administrative Job at Randstad (Victoria)

Job Description

As an Office Services Administrative/Reception at our Victoria office, you’ll work as part of a team of problem solvers, helping to solve complex business issues from strategy to execution. You will be responsible for managing the well being of our office environment as well as responding to office requests from the partners and staff to help keep the office running smoothly

Job Responsibility

Provide office services to the business and ensure the smooth running of the office
Coordination of Premier Office for all incoming and outgoing tasks regarding mail, courier, printing and scanning
First point of contact to internal staff and clients. responsible to greet clients or vendors when entering premises and provide refreshments
Handle incoming calls and operating switchboard
Responsible for all mail including outgoing domestic and international couriers using FedEx & DHL system, PremierShipping, or the local courier online system for placing courier requests
Responsible for receiving, verifying, inspecting and logging in all inbound PremierOffice courier packages
Utilizing the PremierOffice database to update requisitions with tracking information
Responsible for all printing and scanning requests
Print and coordinate complex copy reports, including booklets and proposals Communicate and coordinate with external clients of availability when sending sensitive documents to them
Advise internal clients of rush inbound urgent packages and envelopes
Meeting coordination, organize small events and liaise with Meeting and Event Services (MES) for larger events
Responsible for meeting room set-up, including furniture, and performing general housekeeping duties as required
Gather request requirements, make recommendations, place order and coordinate catering for client or staff meetings, including supporting the National Events team
Responsible for AV setup and troubleshooting AV equipment for meetings and events
Receive and document invoices and cheques to submit to Central Accounting, and process credit card payments
Track inventory and order supplies through vendor
Track inventory and order coffee supplies through vendor
Order staff or client flowers, gift baskets or donations upon request
Utilize e-payable system to receive, code and ensure payment of invoices
Responsible for tracking facilities related tasks and coordinating with external vendors (ad-hoc)

Requirements

A minimum of 1 + years of relevant experience in office services, previous experience working in a Professional Services Firm preferred
High school diploma required, post-secondary education an asset
Experience with Microsoft Office 365 – Must have
Strong written and verbal communication skills
Customer service oriented
Listening skills and the ability to communicate effectively with the team, other staff and customers
Excellent judgment and strong problem-solving skills
Ability to adapt, meet tight deadlines and be flexible
Ability to reorganize work according to changing priorities
Comfortable with intermediate software functionalities as well as with technology and the ability to adapt, learn and invest in continuing education
Establish and maintain positive working relationships with others both internally and externally

What we offer

Gain experience working for a leading and globally recognized firm
Work full time hours on a 6 month assignment
Earn a competitive pay rate
Strong potential of extension

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Reception/Office Services Administrative

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