- Will be required to replace receptionist during Coffee breaks and lunch hour daily
- One day a week will replace as receptionist for complete day
- Duties request to receptionist ordering all stationary. OTHER DUTIES
CAC098: Receptionist/Mailroom Agent - Montreal, Canada - FedEx
Description
Job Description Summary:
This position is responsible for ensuring that the facility maintains a smooth, efficient flow of mail on a daily basis, courier pick-up and delivery service and act as back-up to receptionist. It requires sorting and distributing the mail in a way that the delivery is easy and fast (ex: collating all incoming mail from Canada Post and couriers and distributing them to the concerned departments, sifting and slotting all invoices according to customer mailing requests, scanning documents to the concerned departments, preparing courier Waybills for out-going inter-office mail to branch offices/ customers, organizing the remainder mail to run through the mailing machine, and processing of daily outbound mail).Back-up receptionist:Answering calls, taking messages and calling back as is requested.
Job Description:
INCOMING AND OUTGOING MAIL PREPARATION AND RECEPTIONIST
PREPARING OUTGOING MAIL
• Prepares and affixes labels and postage on registered mail for delivery to post office
• Slots/ mails completed invoices to customers
• Sorts interoffice envelopes to branch offices and dispatches them according to predetermined schedule
• Completes Airway bills and documentations such as customer/ commercial invoices, branch mail, and any other outgoing courier requests before pickup by FedEx / Purolator or other couriers.
• Finishes the closing reports through "Ship Manager Software" and counts verified by the evening FedEx driver
• Applies good judgement to enable cost efficiency and effectiveness when invoicing bulk mailing
• Assists Transportation Department with relocation and shipping of warehouse items.
• Transports all file boxes for shipping preparation
• Organizes, enumerates and documents all file boxes in a master pallet file
• Properly constructs and manually prepares pallets for shipping to the Toronto warehouse
• Ensures pick up scheduling, informs relevant parties in Toronto of pending arrival and submissions of the up-to-date pallet file
RECEIVING INCOMING MAIL
• Sorts the mail received through Couriers, Canada Post and other inter-office branches
• Scans incoming documents from warehouses, clients or vendors and forward them to the concerned departments
• Checks the main deliveries from FedEx/Purolator/DHL/UPS for discrepancies, and ensures delivery of documentation (packages) to the concerned department
• Receives, delivers and documents cheques brought to counter or received by customers/ courier companies. Send cheques for receivable dept to our LOCK BOX
• Receives file boxes from FedEx branches, organizes/prepares them for palleting and shipping to Toronto, also Montreal.
ACCESS MONITORING/CUSTOMER SERVICE
• Provides excellent customer service while delivering packages to (internal or external) customers
• Ensures collection and preparation of outbound cheques from customer service and freight agents
• Ensures that appropriate transaction numbers are applied as references for charge association
• Meets and greets customers by welcoming and directing them appropriately
• Ensures signing-in of visitors and hands over security badges to them
• Notifies company personnel of visitor's arrival and directs them to the correct destination
• Signs-in for tasks including but not limited to - pick-ups or delivery of mail, lunches as required
• Coordinates with HR on completed intern/job applicant forms
• Maintains security and telecommunications system and monitors reception security door
• Monitors employees/visitors entering through reception door
SWITCHBOARD
• Screens and answers all incoming calls and routes them to appropriate persons /departments and/or branches. Provides necessary information to callers.
• Takes and relays phone messages/e-mails
• Inducts Conducts training for reception relief reception console operation
• Ensures proper maintenance of switchboard operations and seeks immediate technical assistance in case of any breakdown
DIRECTORY AND FILING
• Maintains telephone directory and conducts periodic updates on employee extension information on intranet
• Provides assistance in the splitting of Low Value Shipment (LVS) invoices for the Mississauga Customs department
• Sorts mails by department and name, encloses in folders and returns to mailroom for delivery to respective departments
• Controls inventory relevant to Reception area
• Monitors and maintains office equipment Monitors reception console and report any technical difficulties
• Organizes conference and meeting room bookings
• Provides general administrative and clerical support, and prepares any correspondence/ documents as
LIGHT MAINTENANCE / SUPPLIES
• Performs light maintenance and troubleshooting of equipment regularly and makes service calls in case it requires technicians
• Ensures that all office supplies are regularly stocked and adequate inventory is maintained at all times
• Maintains overall organization and cleanliness of dock and storage areas
• Administers and orders all toner supplies for the office, ensures inventory controls, maintains bi-monthly inventory counts, and creates monthly inventory balance reports
• Assists with general office administration duties including but not limited to - maintaining shipping and receiving reports and basic computer applications ex: tracking, monitoring packages, and printing mailing labels
• Provide support to the front desk during break hours and absences, answering the phone, accepting deliveries and other tasks related to the reception area.
• Carries out general physical tasks such as manual transportation of office furniture or disposing of heavy items between the 3rd office and 1st floor mail/dock area, organization and storage or delivery of boxes/packages that weigh between 10 and 55 lbs
• Performs a minimum of 4 mail runs throughout the day for delivery and collection of documentation, packages, and mail
• Performs any other duties as advised by the Manager
REQUIRED SKILLS
• High School Diploma required
• Minimum 2 years of relevant experience as Receptionist or as an Biller, preferably with a Customs Brokerage/Freight Forwarding firm
• Working knowledge of MS Office, Outlook, office equipment (fax machine / photocopiers / printers / scanners), and Switchboard Operations
• Excellent communication and inter-personal skills
• Solid ability to prioritize, organize and multi-task
• Good communications skills, both written and verbal (French and English)
• Ability to multi-task, prioritize and work efficiently
Additional Information
Posting Date: 25-April-2024
Closing Date:
FTN Statement/Disclaimer
Connecting people with goods, services, ideas and technologies creates opportunities that fuel innovation, energize businesses and lift communities to higher standards of living. At FedEx, we believe that a connected world is a better world, and that belief guides everything we do.
Our Core Values: To act with honesty and integrity. To treat everyone we encounter with dignity and respect. To do "Absolutely, Positively Whatever It Takes" to satisfy customers. To create a workplace that stimulates creativity and innovation. To strive for the highest levels of efficiency in all that we do
Qualified candidates must be able to demonstrate a commitment to the core values and mission of FedEx Logistics, Canada.
FedEx Logistics, Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. We believe a diverse society is a stronger one. We strive to ensure our company reflects the many cultures of our workforce, customers and communities around the world.
Thank you for your interest; however only those applicants selected for an interview will be contacted.