Description

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.

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