Administrator

-

Purpose:

• To provide the first point of contact for all Bureau Veritas visitors (clients, suppliers and Service Technicans)
• To provide friendly, polite, and professional switchboard operations
• To provide miscellaneous administrative support as assigned

-

Key Accountability/Responsibility:

• Provide reception duties including telephone answering and greeting guests upon arrival
• Assist customers with inquiries by directing calls to appropriate Bureau Veritas personnel
• Keep phone directory up to date
• Maintain Vehicle License Database
• Assign lockers to new employees and maintain Locker Database
• Issue key fobs for new staff and contractors as required
• Sort and distribute incoming mail
• Process outgoing mail using the Quadient postage system
• Troubleshoot any phone issues
• Maintain reception entrance - greet guests, ensure guests are signed in and out of the building and provide information and assistance as needed
• Answer the telephone, reply to emails etc. in a professional and effective manner
• Assist staff by providing updated phone lists and Emergency Response lists
• Act as a positive agent in supporting Bureau Veritas' new initiatives (operational & cultural)
• Provide a safe working environment for staff and customers and ensure adherence to Bureau Veritas' policies, ISO Certificate and Partners in Safety membership
• Monitor lab coats and safety glass supplies in the reception area - to be used by visitors
• Develop a strong relationship with Customer Service, Facilities staff and Management
• Book meetings and events in shared calendars, inform key stakeholders and assist with arrangments for key events
• Inform Facilities of any building issues
• Assist in organizing staff events
• Maintaining reception area clean and tidy 
• Maintain and order office supplies
• Order parts and schedule service for Sharp printers
• Other projects and tasks as assigned
• Other responsibilities as assigned

-

Skills and Knowledge:

• Customer Service experience or Secretarial diploma/certificate or equivalent
• Professional telephone and personal manner
• Excellent verbal and written communication skills
• Ability to demonstrate superior organizational and problem solving skills as well as learn quickly
• Ability to exercise good judgment to quickly assess customer problems and direct inquiries
• Detail oriented with focus on record keeping
• Working knowledge of office software, e.g. Microsoft Office, Excel and Word
• High level of Customer Service skills and ability to work in a fast paced environment with focus on dealing with internal and external customers
• Maintain a positive attitude and cheerful manner - individual should be energetic, motivated, flexible and able to work independently
• Ability to maintain confidentiality 

-

Work Relationships and Conditions:

• Interaction with internal staff at all levels and external clients, suppliers and Service Technicians
• Work will be completed in an office environment