This position is responsible for courteous and effective telephone service, mail distribution and general office support. The receptionist reports to the Senior Manager Scheduling and Administration. This position is for a one year term.
Directs all incoming phone calls to appropriate employees/extensions and departments.
Provides exceptional customer service to internal and external customers in accordance with the Naylor vision statement.
Answers telephone promptly and clearly providing information and answering any questions customers may have.
Opens and distributes daily mail and other Couriers.
Receives mailing databases, via email or via interoffice mail and assigns to outsource vendors. Uploads and downloads mailing databases to and from outside services’ via FTP site.
Ensures Databases are in as per schedule and follows up as required to ensure the schedules are met.
Coordinates status of outsert material and ensures timely receipt based on due dates.
Coordinates returned mail for all publications and sends to the associations to have their databases updated.
Distributes incoming faxes and missed pages from the printer to the appropriate person(s).
Coordinates outgoing couriers in the Winnipeg area. Coordinates Canada Post mail, inter-office mail for all branches and send Page proofs, advances (when required) Via FedEx.
Provides clerical/administrative support to Scheduling and other departments as required.
Finalizes month end using reports and instructions that are provided. (i.e. Commercial Jobs)
Coordinates ECTW’S that are received, and process as per procedures.
Knows the correct pronunciation and spelling of all executive personnel’s names. Know where they can be reached or know who in the office would have this information.
Minimum one year experience on a multiple line switchboard
Positive and professional attitude/good phone skills
Able to work under pressure and to manage multiple tasks
Experience using a variety of office equipment including photocopiers, fax machines, etc.