POSITION OVERVIEW:
Rockport Investment Group is seeking a professional and friendly Office Receptionist to serve as the first point of contact for our company. The ideal candidate will manage front desk operations, provide administrative support, and ensure a welcoming and efficient office environment.
KEY RESPONSIBILITIES:
- Brand Ambassador: Act as the first point of contact, greeting visitors, tenants, and real estate agents with a professional and welcoming demeanor.
- Communications Hub: Efficiently answer, screen, and route incoming calls; provide accurate information to general inquiries to save other team members' time.
- Visitor Management: Maintain secure visitor logs, issue building passes, and ensure all guests are accounted for according to safety protocols.
- Transaction Handling: Securely receive and document rent cheques or documents dropped off by tenants, ensuring they reach the appropriate department immediately.
- Agent Assistance: Provide on-demand support for real estate agents, including preparing marketing materials, printing contracts, and scanning sensitive documents.
- Office administration such as mail retrieval, package shipping/receiving, and coordinating the distribution of office essentials like groceries or creamers.
- Mail & Courier Logistics: Manage the full lifecycle of correspondence, including sorting daily mail and coordinating outgoing FedEx/UPS/Courier shipments.
- Inventory & Procurement: Proactively monitor and order office and kitchen supplies; ensure washrooms are fully stocked and maintained throughout the day.
- Meeting Coordination: Manage the master calendar for boardroom bookings; set up meeting spaces with required technology, seating, and ordered catering.
- Office Upkeep: Maintain a \"tour-ready\" environment by keeping the reception area, kitchen, and common spaces clean, organized, and professional.
- Clerical Support: Perform high-volume data entry, filing, and document production (printing, binding, and scanning) for the broader team.
- Calendar Management: Schedule appointments for leadership and coordinate internal team calendars to prevent scheduling conflicts.
- Other duties as assigned by the employer.
QUALIFICATIONS:
- High school diploma or equivalent
- Proven experience as a receptionist, front desk representative, or similar role
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong verbal and written communication skills
- Professional appearance and positive attitude
- Excellent organizational and multitasking abilities
- Strong customer service skills
- Ability to handle sensitive information with confidentiality
- Ability to work independently and as part of a team
- Reliable and punctual
- Class 5 driver’s license and Vehicle
