Part-Time Reception & Office Services Assistant

What Youll Do:

Reporting to the Senior Manager Facilities & Office Services youll provide cross-functional support to ensure the smooth and efficient operation of both Reception and Office Services. This inoffice role offers coverage across the department as needed and contributes to the Digital Imaging team to support daily tasks and service levels.

This role is an in-office role and is responsible for providing coverage for breaks and time away from work for Reception and Office Services team members. This role is also part of the Digital Imaging team and supports Reception and Office Services as needed to complete daily tasks.

The core parts of your role will be to: 

Reception Responsibilities:

•  Greet onsite visitors and manage incoming calls including routing as needed.
• Administer the daytoday access control system: programming access cards creating and issuing photo ID cards and issuing/monitoring/auditing contractor and visitor access cards.
• Monitor select security cameras when clients are meeting with onsite staff.
• Maintain and update procedures within the Reception job manual; communicate changes to the Resource team.
• Participate in training for new Reception and Resource team members including delivering training providing feedback identifying future training needs and training on specialized equipment.

Office Services Responsibilities:

• Assist with processing incoming and outgoing Canada Post mail including triaging date-stamping internal sorting logging shipments and preparing outbound courier items using courier software.
• Support internal print jobs and highvolume mailing requirements.
• Maintain office supply inventory issue supplies to staff and report when stock requires replenishment.
• Monitor and support the Office Services Helpdesk inbox by responding to requests as needed.
• Operate mailroom equipment including inserters postage machines polystrapping machines and weigh scales.
• Coordinate with the Facilities team on deliveries and shipments.
• Participate in training new Office Services and Resource team employees on all aspects of the role.
• Maintain and update procedures in the Office Services job manual and ensure changes are communicated to the Resource team.

Digital Imaging Responsibilities:

• Sorts incoming mail and scans documents to appropriate departments as needed.
• Retain hard copies for the required retention period and arrange for shredding when appropriate.
• Responds to document retrieval requests promptly.

Qualifications :

Lets Talk About You: 

This is the unique blend of skills and experience we would love to see in an ideal candidate:

• Secondary school diploma.
• Experience as a receptionist required experience in a mailroom environment is preferred
• Strong communication skills including a professional and pleasant telephone manner and the ability to interact effectively with all levels of internal and external stakeholders.
• Strong timemanagement and organizational skills to manage competing priorities.
• Intermediate or better knowledge of Microsoft Office Suite applications.
• The ability to communicate in French is considered an asset.

Working Conditions:

• Front reception desk mailroom and general office environment.
• Must be able to lift 30lbs.
• Onsite position Monday to Friday 10am-2pm.
• May be required to work full days to cover absences in department as needed.

We also consider your potential. If you know you have what it takes to do the job but your experience doesnt exactly match the qualifications above we encourage you to apply and provide us with more details about why you think you would be a great fit.

Additional Information :

Salary Range:

This position offers a competitive salary within a range of $39673 to $54600 along with rewarding bonuses that recognize your dedication.

At the OTIP Group of Companies (OGC) we value transparency and take multiple factors into account when determining your starting salary including your skills experience and alignment with the role as well as internal equity while positioning you for continued growth and recognition over time.

Some of the Perks We Offer:

We offer best-in-class pension and benefits total reward programs and comprehensive mental wellness support to set you up for every success in and outside of work. Here are just some of the reasons youll love working here:

• Defined benefit pension plan for a financially confident retirement
• 100% coverage of approved continuing education and licensing fees (including RIBO courses in Ontario)
• Access to a wealth of learning resources including LinkedIn Learning for professional development
• Flexible work-from-home and hybrid options
• Unlock your potential with opportunities for advancement

Recruitment Process:

Please note that we do not currently use artificial intelligence (AI) in our recruitment process and this position is being posted to fill an existing vacancy.

OTIP and its group of companies strive to create an accessible and inclusive work environment where everyone is treated with respect and dignity. Upon individual request we will endeavor to remove any barrier to the recruitment and selection processes and provide accommodations for persons with disabilities.

As a business we protect what matters most to our members. As an employer we value what matters most in our workplace. Together this includes fostering a diverse equitable and inclusive environment for all. We are committed to learning and evolving so we can continue to celebrate what makes us special. You are who you are and our differences are what make us unique.

We are an equal opportunity employer and encourage applications from all qualified individuals. We thank all applicants for their interest; however only candidates selected for an interview will be contacted.

Lets work together! If you are interested in this opportunity please apply online.

Remote Work :

No

Employment Type :

Full-time