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Receptionist

Company Overview

Pro Funds Mortgages is an mortgage brokerage that caters to professionals in real estate, offering financing and mortgage investing.

We are a part of a collaborative group of real estate-based companies, known as One Real Estate Enterprise, with a diversity of offerings such as a real estate investment, developments, construction, property management, vacation rentals, and a nationwide real estate TV show.

Job Summary

Reporting to the Director of Business Development, The Receptionist’s primary responsibility is to cover the front reception desk and to provide exceptional customer and employee service experiences, effectively communicating by phone, email, and in-person. The incumbent is enthusiastic, outgoing, self-motivated, professional, well-organized, and reliable, creating an exceptional experience for our clients and employees.

Reception acts as the main contact for various office vendors, maintaining an organized office space, and performing a range of administrative tasks. The incumbent implements and maintains key administrative processes to help the business run efficiently and effectively.

Specific RESPONSIBILITIES

  • Delivers an excellent client, visitor, and employee experience with professionalism and enthusiasm.
  • Welcomes office visitors and announces their arrival to the appropriate party.
  • Receives, assesses, and directs all incoming calls on multiple phone lines to appropriate departments and/or respective team members.
  • Maintains and creates various processesand documents, as required, to ensure the business runs efficiently and effectively.
  • Ensures reception documents are updated on a regular basis (reception handbook, mail and call distribution lists, etc.)
  • Identifies areas of improvement and works with management to recommend and implement new procedures.
  • Manages various general e-mail inboxes and triages requests to appropriate departments and team members.
  • Acts as the primary point of contact for organizational service providers such as cleaners, couriers, and office vendors, etc.
  • Processes and distributes incoming mail, prepares outgoing mail, arranges for couriers (packaging and preparing necessary materials, printing labels, and calling couriers), while ensuring proper record keeping.
  • Assists with corporate administrative tasks such as preparing cheques for vendor pickups, creating labels for mailing and filing purposes, database entry and filming, etc.
  • Coordinates office meetings and activities, including scheduling and maintaining boardroom bookings.
  • Ensures office spaces are organized, tidy, and appropriately stocked with necessary items (marketing materials, branded materials, office supplies, kitchen supplies, etc.)
  • Provides general upkeep and maintenance of office including monitoring inventory for ordering printer supplies, office stationery and supplies, etc.
  • Coordinates kitchen areas by ensuring adequate supply of coffee, water, beverages, and other kitchen supplies and ordering as required, ensures dishwashers are emptied in the morning.
  • Responsible for opening office in the morning (unlocking doors, turning on lights, etc.) and closing various areas at the end of the workday (locking meeting room doors, locking main doors, shutting down lights, etc.)
  • Responsible for sending companywide communications, as required.
  • Other reasonable duties as required.

Qualifications and Requirements

  • A minimum of 2 years of directly related work experience as an Administrative Assistant, Receptionist or in a similar capacity required.
  • Excellent computer skills, with working knowledge of Microsoft Office Suite.
  • Advanced knowledge of merge functions using Word, Excel, and Adobe.
  • Knowledge of office technology including printers, photocopiers, fax machines, multi-channel telephone systems and postage machine.
  • Exceptional communication skills both verbal and written.
  • Excellent multi-tasking and organizational skills.
  • Demonstrated customer service experience delivering exceptional customer experience in an administrative environment.
  • Excellent time management skills, capable of working in a fast-paced environment, performing ad-hoc administrative duties, as required.

What we offer

We are a work environment that cares about each other, reaching our full potential, and making a difference in our communities. At One Real Estate Enterprise, you will have the ability to make a difference and have a lasting impact. As an employer, we prioritize:

  • Offering a dynamic, entrepreneurial, collaborative, and high-performing working environment.
  • Fostering professional development and offering opportunities for career advancement.
  • A modern, spacious working environment, with impressive amenities.
  • Frequent engagement events throughout the calendar year.
  • A competitive compensation offering and extended health benefits plan.
  • Generous employee discounts on vacation property rentals.

One Real Estate Enterprise is proud to be an equal-opportunity employer and is committed to diversity, equity, and inclusion. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.