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.

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

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

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

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