Administrative Assistant/Receptionist

Reports To: VP, Finance and CFO

Job Summary:

This role is responsible for office and reception functions while also providing administrative support to the sales team.

Office and Reception Duties

  • Manage reception phone, transferring calls as necessary, forwarding email to appropriate department and responding to general inquires as required
  • Greet all visitors and notify applicable personnel when appointment arrives
  • Order office, kitchen and janitorial supplies
  • Key contact for office maintenance services (cleaners and maintenance companies)
  • Maintain and update front door security schedule as required
  • Receive and distribute mail
  • Coordinate staff lunches and other events, both internally and externally
  • Perform ad-hoc administration duties as required
  • Customer relationship management data entry

Sales Administrative Duties

  • Sales order entry for Telecom; ensure accurate sales orders include proper quantity and pricing
  • Receives invoices and forwards to appropriate parties for approval
  • Checks inventory to make sure requested product is available
  • Ensures customer credit limits are adhered to
  • Verifies customer information is correct and up-to-date
  • Informs customer of shipping date and any possible delays
  • Notifies appropriate department of order and shipping date
  • Reviews orders for accuracy and completion
  • Files copies of all orders received

Skills and Requirements

  • Administrative skills including accurate typing and attention to detail is essential
  • Intermediate knowledge of Microsoft Office
  • Exceptional organizational skills
  • Strong data entry skills
  • Excellent communication with both internal and external customers
  • Problem solving skills and an ability to work independently
  • High attention to detail, accuracy, and follow-through
  • Experience with integrated accounting software (Syspro) would be considered an asset


Applications for this position will be accepted until 5pm MST April 23, 2021


We thank all applicants for their interest, however only those selected for an interview will be contacted. All applicants must be legally entitled to live and work in Canada


Job Category: Administration
Job Type: Full Time
Job Location: Calgary
Job Brand: Circa Enterprises

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