Front Office Administrator

Job Summary

The Front Office Administrator is the first point of contact for external inquires, via phone and walk-ins. We are looking for a personable, positive and upbeat person who can answer phone calls, gather information and transfer all inquiries to the appropriate individual/department in an efficient manner.

The ideal candidate is a confident relationship expert who thrives in an ever changing fast-paced work culture. Your goal is to gain trust through a genuine passion to go above and beyond client expectations. You take ownership of diverse client inquiries, concerns and complaints and strive to move forward. You care about connecting with others and demonstrate the desire to work within a team. You are positive, motivated and driven to achieve success. You are committed to self-development and proactively seek coaching on new ways to grow.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Answer incoming calls in a positive and professional manner with the ability to transfer incoming calls to the appropriate person.
• Greet all walk-in clients in a professional and friendly manner and represent Olympia in a professional manner.
• Efficiently receive, sort and distribute mail within the department and arrange for delivery of packages using courier services.
• Return any internal email inquiries efficiently.
• Place orders with various vendors when requested, ensure orders are placed accurately.
• Put away orders in the correct areas and take an inventory of supplies.
• Prepare documents for various areas and members within the department when requested.
• Communicate with the staff regarding general matters via email or phone.
• Arrange meetings, book board rooms and organize catering when necessary.
• Maintain photocopier, fax machine and kitchen areas, ensuring that supplies are available, and all equipment is functioning properly.
• Develop and meet individual and team goals, while actively participating in projects and team meetings.
• Flexible to perform various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Desire to engage and quickly connect with clients using superior verbal, written, and interpersonal communication skills.
• Ability to thrive in a fast-paced, high-stress, team-oriented environment.
• Exceptional time management skills with a proven ability to establish priorities effectively.
• Passion for building dynamic relationships, with excellent communication skills both over the phone and in person.

Formal education and experience

• High school education completion and post-Secondary education is viewed as an asset.
• 1-2 years reception or office administration experience is required.
• Previous experience in direct customer service.

Specialized skills or knowledge

• Intermediate level of Microsoft Outlook, Word and Excel
• Successful completion of a Criminal Background check is required.

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