Purpose:

To provide reception services for the UNA: respond to all incoming calls, greet and direct all visitors, handle incoming and outgoing mail, deliveries and shipments.

Accountabilities:

• Answer, screen and forward incoming phone calls, answering queries as required.
• Respond to general inquiries by UNA members and non-members.
• When forwarding calls, update members information to include in the email.
• Handle incoming and outgoing mail, couriers, deliveries and faxes; open, stamp, sort and label for distribution.
• Update daily attendance sheets for all staff.
• Coordinate and complete mailouts.
• Order office and kitchen supplies and keep stationary/ kitchen storage stocked and tidy.
• Administrative duties including phone list maintenance and mail machine management.
• Arrange for couriers as required.
• Participate in the UNA cross-training program.
• Maintain meeting room calendars and book internal meeting rooms, catering, etc.
• Loading and unloading the dishwasher.
• Attend and participate in meetings, including staff meetings, AGM and other meetings as required.

 

Qualifications, Skills and Experience:

Education:

• High school diploma or equivalent. 
• A business college qualification will be an asset.

 

Experience:

• 2+ years prior experience in a reception / administration position.

Skills:

• Customer service-oriented, able to work effectively with internal and external customers.
• Skilled at clear and tactful communication to all parties, verbally and written.
• Switchboard and reception duties.
• General administrative duties: filing, letter and report writing, record keeping, proofreading.
• Great organizational skills with the ability to set priorities and multi-task.
• Accuracy and attention to detail.
• Professional with a commonsense approach to situations.
• Consistent approach to dealing with workload demands and people you interact with.
• Effective time management skills.
• Sets effective boundaries and manages expectations, able to disconnect from work at the end of each day.
• Experienced with Office Suite, Apple products, video meeting platforms, databases, internet applications, in-house programs and printers.
• Typing at 65+ words per minute.

Working conditions and physical requirements.

• Office environment with extended sitting, phone & computer use.
• Travel and attendance at UNA offsite work/meetings/elections – must be able to attend in person.