Front Desk Receptionist - Casual Contract

Front Desk Receptionist - Casual Contract

Contract

Company Description

L'Association Étudiante de l'Université de McGill est présentement en période d'embauches. Avec plus de 20,000 membres, l'AÉUM a pour rôle de représenter les étudiants et de leur offrir des services depuis 1908.

The Student's Society of McGill University (SSMU) is currently hiring. With over 20,000 members, SSMU's role is to represent students and to offer services since 1908.

Job Description

• 1. Answer questions from students, staff and the public about the Students’ Society of McGill University respond to emails with similar inquiries;
• 2. Answer general questions concerning the Quebec Student Health Alliance for student health and dental care plan and direct to ASEQ for specific information, provide ASEQ contact information;
• 3. Answer the phone, directing callers to the appropriate source if answer is not known;
• 4. Receive appointments and guests of Students’ Society executive and staff; 5. Update information available from the Front Desk for the public;
• expected to maintain a high level of knowledge about the Students’ Society and its subsequent organizations, McGill University, etc.;
• 6. Receive the Canada Post and internal mail and distribute it; sign for all incoming courier and priority mail;

7. Stamp incoming mail and charge the appropriate departments on a daily basis; 8. Send all outgoing mail either through McGill Post Services, via Canada Post, Purolator or courier.

Ensure that the appropriate department is charged for all postage used; 9. Receive and distribute faxes;

10. Give out all paychecks and reimbursements from the Students’ Society accounting department. Inform people that their check is received and ready to be picked-up.

Give out all the appropriate forms for petty cash, check requisitions and expense requisition forms;

11. Complete various projects assigned by the Human Resources Director as well as requests from the SSMU Executives from time-to-time.

• These projects may include : typing various documents, letters, forms, filing documents, photocopying, researching information etc.;
• 12. Maintain office equipment and ensure office and kitchen supplies are always stocked (ex. paper, coffee etc.);
• 13. Responsible for repairs of office equipment by placing service calls and arranging for repairs 14. Provide basic training and answer questions concerning the photocopier, telephones and other office equipment to the Executives and staff members;
• 15. Maintain the office in and out board;
• 16. Coordinate the Lost & Found’ process and ensure it is organized;
• 17. Create, maintain and update databases for large and small mailings as required from time to time;
• 18. Update and maintain the mailbox system;
• 19. Confirm bookings for meeting rooms and parking passes and decline when necessary;
• 20. Print the schedule for each meeting room;
• 21. Create, administrate and distribute photocopy codes;
• 22. Maintain a healthy office environment and atmosphere including organization, visitors and noise. Guide students and office staff to a meeting room when required;

23. Ensure that the office is clean at all times. Maintain cleanliness and communicate with Executives and office staff members, when required, to ensure that the corridors are free of any boxes, or any other things put in the way.

• Propose office changes related to, if required;
• 24. Organize and maintain the office and customer’s experience internal policies and procedures; 25. Complete the porter’s log and door signs if necessary;
• 26. In the absence of the Events Coordinator, complete booking requests and administrate events related tasks including, but not limited to, compiling billing information from different departments, communicating with accounting and with event’s organizers;
• 27. Responsible for petty cash requests under $50.00 from students clubs and services. The total amount kept at the front desk is $500.00;

28. Any other tasks or projects as assigned by the Human Resources Director.

Qualifications

1. Education in the field of Business Administration or related field paired with minimum 1 year of experience in an office or student environment.

2. Extensive knowledge of the Microsoft Office suite : Word, Excel, PowerPoint; Job Description 2 of 3

• 3. Knowledge of the McGill University campus, environment, community;
• 4. Knowledge of accounting principles and high level of accuracy;
• 5. Initiative, good communication skills and customer service skills, high degree of organization skills;
• 6. Ability to work in constant contact with people;
• 7. Ability to work in a team;
• 8. High level of patience and diplomacy;

9. Strong communication skills in both English and French are mandatory.

Additional Information

Position type : Casual part-time

Salary : 21.69 / hr

Contract dates : ASAP to May 31, 2024

CONFIDENTIALITY :

It is understood and agreed that all matters to the SSMU and those clubs association or groups forming part of the SSMU are to be kept in the strictest of confidence, and nothing regarding the operations, policies and general activities of the SSMU or its constituent groups shall be divulged to any third party without the express consent of the General Manager and / or the Executive Committee of the SSMU.

Job Location