Staff Assistant (Receptionist)

JOB TITLE: Staff Assistant (12 month contract)
REPORTS TO: General Property Manager
LOCATION: Enbridge Centre, Edmonton AB.

ROLE OVERVIEW: 
As a Staff Assistant with Hines, you will provide administrative support to the property management office to ensure the smooth operation of the area. This position will support more than one individual.

RESPONSIBILITIES: 

  • Provide basic administrative support to assigned team members.
  • Answer phones, forward accurate and detailed messages, and as appropriate, disseminates general information to callers. In addition, check voice mailboxes on a regular basis and advises recipients of calls or directs calls to the appropriate area.
  • Provide customer service to guests that enter the office.
  • As requested, type and proofread various documents such as routine correspondence, interoffice memos, and reports.
  • Create team meeting agendas and distribute in a timely manner.
  • Oversee conference centre. Handle bookings, ensure technology is in working order, etc.
  • Manage shared inbox and distribute emails accordingly.
  • Prepare both internal and external mail. This includes special handling packages, internal/external mailings, and mailing lists.
  • Perform data entry when appropriate 
  • Ensure that office supplies meet assigned group’s supply and stationary needs.
  • Maintain appropriate filing systems, both manual and electronic.
  • Manage work order system and distribute as necessary
  • Create marketing materials for various building and office needs.
  • Assist with planning and execution of building events.
  • Assist with special projects to support assigned area.

EXPERIENCE: 

  • One year of experience in an administrative role in a professional office environment.

EDUCATION: 

  • High school diploma or equivalent from an accredited institution.

SKILLS/CERTIFICATION: 

  • Has a “can do”, “I will figure it out” attitude.
  • Demonstrate strong initiative and customer service orientation.
  • Interact with employees, visitors and vendors with poise and diplomacy.
  • Interpret instructions in written, oral, and diagrammatic or schedule form.
  • Ability to manage and prioritize multiple tasks while meeting deadlines.
  • Proficient in Microsoft Office software.

Talent Acquisition
POSITION DESCRIPTION 

  • Type a minimum 50‐WPM with accuracy.
  • Communicate effectively both verbally and written.
  • Demonstrate strong attention to detail and proofreading abilities.
  • Uses creativity to create marketing materials for office / building
  • Ability to work in a team environment.
  • Maintain strict confidentiality.

WORKING CONDITIONS: 

  • Work indoors approximately 99% of the time and outdoors 1% of the time.
  • Operate personal computer and other office equipment.
  • Ability to lift up to 25lbs.
  • Work overtime as business needs deem appropriate.

OTHER: 

  • Parking is provided by the employer at no additional cost. The parking location is not permanent.
  • Dress code: Business Casual

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, and requirements. Job duties and responsibilities may change, or new ones may be assigned at any time with or without notice. 



Additional Info

Job Type : Temporary, Contract

Education Level : ""

Experience Level : ""

Job Function : Administrative, Customer Service

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