Receptionist

Vancouver Premier College > Job > Receptionist
Vancouver Premier College
Published
January 7, 2024
Location
Richmond, BC, Canada
Category
Hotel  
Job Type

Description

Reporting to the Director of Operations, the Administrative Assistant plays a key role in welcoming all guests and developing ongoing, mutually beneficial relationships with students, staff, and instructors while consistently maintaining a professional image of the college. Additionally, the Administrative Assistant will be responsible for overseeing inbound/outbound phone calls, maintaining correspondence, and filing systems for the front area and serving as a first impression of the college.

Hours: 8:15am to 4:45pm (1 hour lunch between 12:00 pm-1:00 pm)

Location: Richmond, BC

Administrative Responsibilities:

  • Open College at 8:30am
  • Unlock front doors
  • Turn on lights
  • Ensure all areas are tidy
  • Close College (when applicable)
  • Lock all doors and set the alarm (ensure Student Lounge area is empty beforehand)
  • Greet Visitors and Answering Phones (when covering the front desk)
  • Ensure the front desk is covered at all times
  • Answering calls and directing them to appropriate staff and/or to voicemail, if necessary
  • Ensure all calls are answered in person during office hours
  • Take accurate, legibly written messages when necessary, and distribute promptly, if voicemail is not an option
  • Security and Safety (when covering front desk)
  • Ensure visitors do not go beyond the reception area unless accompanied by a College staff member
  • Monitor keys and ensure that all keys are returned promptly
  • Ensure first aid kits are properly stocked

Maintenance (when applicable)

  • Be in charge of basic troubleshooting and repair & maintenance issues for office equipment such as phone system, photocopier, printers, etc. and
  • Be in charge of ordering office supplies and ensure the proper amount of stock is maintained.
  • Ensure the front desk is adequately stocked with commonly required documents, forms, information sheets, and office supplies such as letterhead and envelope etc.
  • Keep lobby, reception and around areas tidy, attractive, and functional
  • Keep kitchen area and storage room clean and ensure contents have easy access
  • Keep all office and current student filings organized and functional

Registration

  • Provide assistance to the Registrar’s Department
  • Issue Confirmation of Attendance letters, transcripts, process Credit Transfers and other communications
  • Monitor attendance records on a daily basis
  • Process tuition payments (ie…bank drafts)
  • Process initial entry of new student applications to AmpEducator. Collect and process required documents such as transcripts and immigration documents and ensure that items are valid, original and accurate.
  • Maintain student files, including scanning and uploading documents.
  • Collect student photos and create Student Access Cards; update online file
  • Collect staff phones and create Staff Access Cards; update online file
  • Collect license plates and update online file
  • Administer online English Placement Test

General Office Help

  • Receiving and distributing mails and emails to the general info account
  • Book appointments and arrange meeting times as required
  • Type up evaluation/survey summaries and letters as required
  • Keep track of staff’s “whereabouts” (during the day and away periods)
  • Other Assisting in any other administrative/admissions work as needed

Qualifications:

  • Excellent customer and personal service skills - actively looking for ways to help people
  • Knowledge of administrative procedures and systems, including answering phone calls, forwarding calls, communicating with all departments, and corresponding emails in a very timely manner
  • Must have strong communication skills
  • Excellent coordinating and listening skills
  • Ability to stay calm under pressure
  • Professionally presentable and polished
  • Must have knowledge of computers basic programs and systems (Microsoft Office, Internet, Email and Messaging proficiency)
  • Must have the ability to multitask
  • Willingness to help others and work as a team
Apply
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