Receptionist Carleton Place

The Receptionist will be reporting to the Office Manager within the Carleton Place office as well as the London Office. They will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution and providing additional clerical support. The Receptionist is the first point of contact for the Carleton Place location, which requires a positive attitude and professional appearance. This position will multitask a variety of front office activities.

Job Title: Receptionist
Reporting: Office Manager (Carleton Place)

Job Summary
The Receptionist will be reporting to the Office Manager within the Carleton Place office as well as the London Office. They will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution and providing additional clerical support. The Receptionist is the first point of contact for the Carleton Place location, which requires a positive attitude and professional appearance. This position will multitask a variety of front office activities.

Tasks and Responsibilities – The position includes, but not limited to:

• Welcome onsite guests determine the nature of business and announce guests to appropriate personnel.
• Answer incoming telephone calls, determining purpose of callers, and forwarding calls to appropriate personnel.
• Taking and delivering messages or transferring calls to voicemail when appropriate personnel are unavailable.
• Scheduling conference rooms
• Take and transcribe dictation notes and meeting minutes as needed.
• Assist administrative assistants with clerical duties to include, emails, copying/scanning, and organizing/maintaining files.
• Ensure main voicemail reflects office closings, special events as well as posting office closed signs.
• Answering questions about organization and provide callers with address, directions, and other information requested.
• Receiving and forwarding incoming job opportunities
• Support administrative and special projects requirements, as assigned.
• Support administrative task for the Health and Safety Program
• Maintain and monitor office supply levels and place orders as required
• Other duties as assigned
• Maintain a high level of confidentiality in all interactions

Qualifications:

• Secondary School Diploma required
• Advanced knowledge of Microsoft Office, specifically Teams, Outlook, Word, and Excel
• Knowledge of PDF Editing software
• Professional verbal and written communication skills with excellent attention to detail in regard for accuracy and quality.
• Strong interpersonal, organizational and time management skills, with the ability to prioritize work and adapt to changing workload demands.
• Ability to successfully communicate with the public, other employees, and vendors.




Core Competencies:

• Planning and Organizing
• Communication
• Problem Solving
• Teamwork

Work Conditions:

• Busy office conditions
• Manual dexterity required to use desktop computer and printer/plotters
• Interacts with public at large
• Willingness to work at desk as well as throughout office to complete tasks
• Ability to work with others and independently
• 35-40 hours a week

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