As our receptionist, you will serve as the first point of contact for clients, ensuring that they receive a positive, welcoming experience. You will be integral to the daily operations of the company, handling phone calls, scheduling appointments, and providing crucial administrative support across departments. This role requires excellent communication skills, a strong ability to multitask, and a high level of professionalism.
Key Responsibilities:
- Client Interaction and Front Desk Management:
- Greet clients, visitors, and vendors in a courteous, friendly, and professional manner, creating a positive first impression for the company.
- Direct them to the appropriate team members or departments based on their needs.
- Phone Call Management:
- Answer incoming calls, screen, and route them to the appropriate staff or department, ensuring calls are handled efficiently.
- Take and relay accurate messages when team members are unavailable, ensuring a timely response to queries and concerns.
- Appointment Coordination:
- Coordinate restoration work appointments with clients, ensuring accurate entry into the company’s scheduling system.
- Proactively communicate appointment confirmations, changes, and delays to clients and staff to manage expectations and minimize disruptions.
- Administrative and Office Support:
- Handle incoming emails
- Oversee office supplies inventory, ensuring the office is well-stocked and organized for daily operations. Place orders as necessary and manage the restocking process.
- Provide administrative support across various departments as needed, assisting with filing, paperwork, scanning to ensure smooth operations.
- Client Intake and Restoration Coordination:
- Collect relevant client information during initial contact, including insurance details, property information, and restoration requirements, ensuring all necessary documentation is in place.
- Perform data entry tasks, maintaining and updating client records within the company’s CRMs (XactAnalysis, Encircle) to ensure accuracy and completeness.
- Prepare and organize both digital and physical customer files, ensuring all documentation is easy to access and up-to-date for other team members.
- Communicate between clients, insurance adjusters, and the company to streamline the claims process, ensuring timely submission of required paperwork.
- Address client inquiries promptly and professionally and become a trusted point of contact for inquiries and updates about ongoing restoration projects.
- Maintaining Office and Reception Area:
- Ensure that the reception area is always clean, tidy, and welcoming
- Regularly check and maintain the cleanliness and organization of shared office spaces as needed to maintain a high standard of office upkeep.
- Team Collaboration and Support:
- Work collaboratively with project managers, technicians, and other team members to provide administrative support.
- Actively participate in team meetings, offering insights into process improvements, scheduling challenges, or opportunities for increased efficiency.
- Other Duties:
- Assist with special projects, marketing campaigns, or office events as required, contributing to the overall goals of the company.
- Provide backup support to other office personnel during vacations or absences, ensuring continuity of office operations.
Computer Skills Required:
o Office 365 – including Outlook, Excel, Word and Teams
o XactAnalysis useful but not mandatory
o QuickBooks Time
o Encircle useful but not mandatory
Hours: 7:30AM - 4:00PM
Job Types: Full-time, Permanent
Pay: $23.00-$25.00 per hour
Expected hours: 40 per week
Additional pay:
- Bonus pay
- Overtime pay
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- Vision care
Flexible language requirement:
- French not required
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Port Coquitlam, BC: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
Expected start date: 2025-07-02
