Receptionist

About The Role

The Receptionist, reporting to Samantha Rank, holds a pivotal role in assisting ensuring the office functions seamless. As the "director of first impressions," this position is tasked with engaging walk-ins, assisting phone-in clients, and efficiently managing day-to-day office tasks with precision, organization, and a keen sense of urgency. The ideal candidate will demonstrate impeccable judgment, adept prioritization skills, and a consistently courteous and professional demeanor.

What You'll Do

• Assist with daily office operations, including security, reception, mailroom, stocking, and maintenance of meeting rooms and serveries.

• Welcome and assist scheduled visitors promptly and courteously, addressing walk-in inquiries as needed.

• Manage opening and closing procedures, handling external and internal calls efficiently.

• Establish work priorities, enforce procedures, and ensure deadlines are met.

• Coordinate backup coverage for vacations. i.e. If report cannot be in office, find back up so reception is not empty.

• Manage incoming communications, including faxes, emails, and courier deliveries.

• Prepare outbound mail and courier shipments, tracking urgent packages and assisting with mass mailings.

• Monitor postage meter funds and office equipment purchasing and maintenance.

• Provide support for meetings and conference room reservations.

• Assist with onboarding/offboarding procedures, including office pass setup and workspace assignment.

• Address inquiries, complaints, concerns, conflicts, and discrepancies as they arise.

• Assist with managing office areas, ensuring they are well stocked and maintained.

• Assist office compliance with health, safety regulations, and security protocols.

• Maintain executive fridge and ensure cleanliness and organization of conference rooms.

• Assist with regular inspections of office equipment and arranging service calls as necessary.

• Assist with implement maintenance and repair programs as needed.

What You'll Need for Success

• 3 years' experience in high call volume setting, preferably insurance

• College diploma in administration studies preferred

• Operational Expertise: Proven experience in overseeing office operations, encompassing areas like security, reception, maintenance, and mail handling.

• Communication Skills: Ability to greet and assist visitors promptly and courteously; adeptness at handling both internal and external communications efficiently.

• Detail Orientation: Strong organizational skills to prioritize work tasks, ensure adherence to procedures, and meet strict deadlines.

• Problem-solving Aptitude: Demonstrated experience in addressing and resolving office-related discrepancies, from equipment maintenance to client concerns.

• Collaboration Skills: Proven ability to work with landlords, vendors, and third-party service providers to ensure office upkeep and smooth operations.

• Safety & Regulatory Compliance: Knowledge and adherence to health and safety regulations, ensuring the maintenance of a clean, safe, and functional workspace.

• Resource Management: Familiarity with inventory control, equipment maintenance, meeting setups, and the onboarding/offboarding processes.

• Technical Proficiency: Comfortability with office equipment like photocopiers, fax machines, and postage meters, and ability to troubleshoot common issues.

• Flexibility: Willingness to assist with diverse tasks, from special room setups to supporting internal relocations and other assigned duties

Why Choose HUB?

When you choose HUB, you're choosing the largest insurance brokerage in Canada and 5th largest global insurance & employee benefits broker supported by over 19,000 professionals in 500 offices across North America. We provide a competitive, exciting, and friendly work environment that strategically positions you for longevity and offers significant advancement, growth, and success opportunities. To read more about HUB, please visit ~~~/ .

What's in it for you?

Your well-being is our priority, and we back this up with a wealth of benefits:

• Enjoy a competitive pay structure that includes incentives, bonuses, and more ways to increase your earnings.

• Balance your life with flexible work arrangements and generous time off.

• Benefit from a comprehensive package tailored to your needs, including company-matched RRSPs.

• Invest in your future with HUB-sponsored training and development programs. We even offer tuition reimbursement opportunities.

• Rest easy with reimbursements for professional license fees and membership dues.

• Avail special perks including discounts on events, travel, accommodations, and personal home & auto insurance.

At HUB, we celebrate diversity, equity, and inclusion. We are committed to creating an environment where all our employees feel valued and empowered. In this light, we've designed our selection process to be accessible to everyone. We encourage you to let us know if you need any assistance or accommodation during the recruitment process. We believe in providing every candidate with an equal opportunity to succeed and thrive in our inclusive work environment.

For us, service is not just a value; it's our commitment. We uphold this commitment to our employees, clients, and communities. Each of our regional offices actively contributes to local causes, making a difference where it's needed most.

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Department Facilities & Office Services

Required Experience: 1-2 years of relevant experience

Required Travel: No Travel Required

Required Education: Diploma