Office Services Assistant - West Vancouver, Canada - Mulgrave School, The International School of Vancouver

Mulgrave School, The International School of Vancouver

Verified Company

West Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Job Summary:

Working under the direction of the Office Manager the
Office Services Assistant is responsible for opening reception, helping maintain the smooth operation of the school administrative office, and assisting with other tasks as needed.

This person must have the ability to provide a warm welcome customer service while efficiently completing various tasks and responsibilities.

Duties and Responsibilities:

Including but not limited to the following:
Reception & Customer Service Coverage

Opens Reception area at the start of each day until Receptionist arrives & provides Reception coverage as needed
Greeting visitors, parents, students in a courteous, warm & welcoming manner
Acting as our first line of security by requiring all visitors to be signed in
Prepares the desk with Visitor Logs and ensures that there are adequate supplies of Visitor Labels
Ensures knowledge of staff movements in and out of the school and ensures that there are adequate supply of sign in/out sheets (Staff Log)
Answering the telephone in a professional manner, screening & directing calls
Responsible for managing calls for the Mulgrave Emergency Response Team
Assists with courier deliveries incoming/outgoing & distribution
Assists with mail incoming/outgoing & distribution
Assists with the sale & distribution of Bus Tickets and reconciles monthly
Maintains a safe and clean reception area including CAFE area during coverage. Assists with preparing the CAFE area by setting up and taking down and replenishing the coffee/tea supplies (during coverage).
Maintains & updates the complete Reception Rolling Communication log spreadsheet to ensure up to date communication and ease of coverage for transition & follows up on outstanding items
Assists with supplying Reception with: paper, labels, tickets, business cards, masks, sanitising supplies, including milk, coffee & tea supplies
Assists with the preparation of the reception area for school breaks, holidays and operating hour changes by updating the outgoing phone message and posting appropriate signage as well as clearing the reception area for rentals
Ensures lost & found items of value are secured & maintained in the Lost & Found log and coordinates with MVP general Lost & Found access
Ensures security & access to keys including the MVP store key as well as securing the CAFE and other areas of the reception area.
Assists with visitor & staff logs, attendance report, Medical Alert binder and retrieving jump kits in the event of an evacuation drill/emergency evacuation

Administrative Support

Orders supplies, milk and coffee as needed as well as assigning purchase order numbers for vendors, faculty & staff
Source out and purchase general stationery supplies for administration and faculty (all divisions). Replenish paper, envelopes and letterhead stock as needed.
Assists with textbook ordering, receiving, reconciling & distribution.
Assists with filing of Student Records (as needed), year end file moving & off site storage preparations
Maintains offsite record storage spreadsheet and coordinates record storage, retrieval and destruction
Liaises with Waste Control Services company for pick up of confidential shredding containers and yearly destruction of files
Prepares & updates all door signs & mailbox labels for onboarding and offboarding staff
Maintains and updates postage meter machine
Responsible for running start to finish special projects/campaigns as assigned (Purdys)
Assists the Office Manager with other duties as assigned
Works collaboratively with the Office Services team
Provides administrative support to Staff/Faculty as required

Medical Alert Update

Updates the Medical Alert information in the MERT room and throughout the school at the beginning of the school year (Aug & Oct) and after the winter break (Jan) and works with the Office Assistant to distribute updates.
Monitors the Nurse's Office daily for any medical alert updates that warrant an update to the Medical Alert information binder in the MERT room and ASC as needed

Qualifications / skills:

years office and administrative experience

Warm and professional demeanour with superior customer service skills
Excellent verbal and written communication skills
Exceptional organisational & time management skills
Good interpersonal skills and ability to use judgement, tact, and diplomacy in providing information
Ability to achieve thoroughness and accuracy when accomplishing tasks with attention to detail
Able to contribute positively as part of our whole school team, helping out and supporting Staff/Faculty with various tasks as required
Able to work well independently and in a team environment
Endorse Mulgrave's mission and vision statement

Our Approach to Diversity