- Answer and direct calls, screen calls as requested, route calls to proper recipient, take and relay messages as needed
- Acquire knowledge of staff movements in and out of the organization
- Provide customer service regarding all queries from the public and customers
- Perform basic bookkeeping and data entry; provide general administrative and clerical support to all departments where and when required
- Responsible for filing
- Housekeeping tasks: ensure reception area, bathrooms and kitchen/coffee areas are kept tidy at all times
- Order, oversee and maintain all office supplies
- Monitor and maintain all office equipment, such as fax machines, telephones and photocopiers
- Receive and sort mail, coordinate mail flow in and out of office, courier of parcels and cheques
- Schedule meetings and conference room bookings, arrange appointments, update appointment calendars, and schedule follow-up appointments; take and report meeting minutes
- Organize catering, make coffee and set out food, order food such as fruit or cookie arrangements when required
- Prepare correspondence and documents as requested
- Schedule travel and meal allowance / per diem as required
- Performs all other administrative and operational duties as directed
- Provide excellent customer service
- Work under time constraints to meet specific timelines
- Ensure attention to detail and keen sense of safeguarding other people's property and information
- Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
- Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
- Comply with all Belfor policies and procedures, as well as legislative requirements
- Attend all Belfo r sponsored training courses Qualifications
- Post secondary office administration courses / certification preferred
- 1+ years general office experience in related field
- Construction / Restoration / Insurance experience preferred
- Comprehensive understanding of customer service, principles and practices
- Quick learner, detail oriented and self-motivated
- Demonstrates the importance in personal professional presentation
- Ability to work a switchboard
- Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
- Keen eye for detail
- Ability to work within a team or independently as needed
- Strong written and verbal communication skills
- Proven ability to multi-task in a fast paced environment
- Intermediate computer and/or tablet/iPad experience with Microsoft Office programs such as Excel, Word and Google Suite, JD Edwards and Docusphere considered an asset
- Willing to work evenings, on call and weekends when requested
- Periodic travel may be required
- Criminal Record Check Physical Demands
- Frequent lifting from 5-40 lbs., unassisted (from 35-65% of the time)
- Occasional lifting from 41 lbs. +, assisted (up to 50% of the time)
- Access and mobility in tight spaces
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