Receptionist, Administrative​/Clerical

Overview

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 reception/general clerical support; shipping/receiving; facilities administration; special office projects including support to Guest Tek 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 qualified experience.

• 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
• 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
• 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
• 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

• 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

• 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