Job Title:

Office Assistant

Company:	CelestialTECH
Location:	Toronto , ON

Key Responsibilities:

Greeting Visitors: Welcome guests, clients, and employees with a warm and friendly attitude. Direct visitors to the appropriate person or department and maintain a professional and inviting reception area.

Answering Phone Calls: Manage incoming phone calls, screen and route them to the relevant individuals or departments, take messages, and handle general inquiries.

Managing Correspondence: Handle incoming and outgoing mail, email, and faxes. Distribute correspondence to the appropriate recipients and ensure timely responses to important messages.

Scheduling and Appointments: Maintain the office calendar, schedule meetings, appointments, and conference calls for staff members, ensuring there are no conflicts.

Administrative Support: Assist with administrative tasks, including data entry, document preparation, photocopying, and filing. Update and maintain records and databases as needed.

Office Supplies and Equipment: Monitor office supplies inventory and place orders as necessary. Ensure that office equipment like printers and copiers are functioning properly, coordinating repairs or replacements when required.

Handling Travel Arrangements: Assist with making travel arrangements for employees, including booking flights, hotels, and transportation as needed.

Customer Service: Provide excellent customer service by promptly responding to inquiries and addressing customer concerns in a professional manner.

Confidentiality: Maintain confidentiality of sensitive information and documents, ensuring all data is handled securely and in compliance with company policies.

Time Management: Prioritize tasks effectively to meet deadlines and manage multiple responsibilities efficiently.

Communication: Maintain clear and effective communication with colleagues and other departments to facilitate a smooth flow of information.

Problem-Solving: Identify and resolve administrative issues or challenges, seeking guidance from supervisors when necessary.

Requirements:

High school diploma or equivalent educational qualification.
Proven experience as a receptionist or administrative assistant is advantageous but not always required.
Strong communication and interpersonal skills to interact with visitors, clients, and colleagues effectively.
Proficiency in using computer applications, such as Microsoft Office (Word, Excel, Outlook), and familiarity with office equipment (e.g., printers, scanners).
Excellent organizational and multitasking abilities to handle a diverse range of tasks efficiently.
Attention to detail to ensure accuracy in managing schedules, data entry, and handling correspondence.
Professional and courteous demeanor with a positive attitude to create a welcoming environment for all.
Ability to adapt to changing priorities and work collaboratively with team members.
Knowledge of office procedures and protocols to maintain a well-organized and functional workspace.