About this role
*Position: Receptionist *
*Job Type: Full Time*
*Location: Okotoks, AB*
*Overall Statement of Responsibility:*
The Receptionist is responsible for providing superior customer service to co-workers, callers, and visitors to the Okotoks office. This position includes responsibility for reception/general clerical support; shipping/receiving; facilities administration; special office projects including support to GuestTek and all of its subsidiaries/businesses . The ideal candidate thrives in a fast-paced shared service environment, demonstrates strong multitasking abilities, and delivers a consistently professional experience.
*Key Responsibilities:*
_Reception/General Clerical_
· Handle switchboard phone system, screen, and direct all incoming calls
· Greet and direct visitors to the office.
· Schedule meeting room bookings, arrange coffee and lunches etc.
· Provide clerical support to executives and managers when needed.
· Assist HR and Marketing with all events
· Maintain employee contact lists.
_Shipping/Receiving_
· Collect and distribute mail, manage postage meter operation, handle incoming and outgoing courier packages.
· Drop outgoing mail in post box
· Ensure all shipping documents are correctly completed.
· Review courier invoices.
_HR Support _
· Support HR with coordination of employee tenure gifts and recognition programs.
· Assist in planning and executing internal events and celebrations.
· Help organize logistics for company events, including setup, communication, and vendor coordination.
_Marketing & Executive Support_
· Provide administrative and coordination support to the Marketing Department as needed.
· Assist Executives with scheduling, meeting coordination, and documentation support.
· Help coordinate logistics for presentations, meetings, and stakeholder engagements.
_Finance_
· Coordinate and process fuel sales transactions, including collecting payments and maintaining accurate records.
· Prepare and reconcile daily cash receipts and ensure timely deposit of funds in accordance with company procedures.
· Process and prepare deposits, including operating the deposit check scanner to ensure accurate and timely recording of payments.
· Maintain accurate financial documentation and filing systems, ensuring all records are organized and audit-ready.
_Facilities Administration_
· Order office supplies, including pantry supplies
· Conduct supply inventories and audit vendor invoices and deliveries for accuracy
· Help with assignment and maintenance of office furnishings
· Work with department managers/IT team to ensure offices/desks are prepared if needed, and equipment shipment is delivered/received.
· Tidy and maintain stationary room, meeting rooms and kitchens.
· Other duties as assigned.
*Qualifications:*
· Must have a minimum of 1-2 years? experience in Reception and Office administration.
· Must have strong experience with shipping internationally via courier.
· Intermediate to senior skills in Microsoft Word, Excel, and Outlook.
*Personal Attributes:*
· Excellent written and verbal communication skills.
· Strong organizational skills.
· Professional, outgoing, energetic.
· Flexible and adaptable.
· Detail oriented.
· Ability to work under pressure in a fast paced environment
Pay: $38,000.00-$45,000.00 per year
Work Location: In person