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Contract Office Services Rep

  • Markham, Ontario, Canada View on Map
  • posted 2 weeks ago
  • Posted : October 8, 2020 -Accepting applications
  • View(s) 60

Job Detail

  • Experience 1 2 Years Of Relevant Experience
  • Company Name HUB International

Job Description

This position serves as our “director of first impressions” and is therefore charged with engaging all walk-in and phone-in clients in an administrative capacity so as to direct and guide them based on their requests. This position requires using a consultative approach to determine the clients’ needs in order to make appropriate recommendations and when required, direct the client to the appropriate licensed broker. Good judgement calls, organizational skills & senses of urgency are critical to this position. Failure to provide these services in an efficient and effective manner will result in disruptions in the provision of services.

Office Services – Reception: Principle Duties and Responsibilities

Perform opening and closing procedures. Pick up voicemail messages left during the evening and forward to broker.

Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries.

Directs visitors by maintaining employee and department directories, giving instructions. sign in procedure in place for access cards. Maintains security by following procedures, monitoring logbook.

Sort and forward incoming faxes and emails received

Handle incoming and outgoing courier (including regular mail); open, stamp, sort and label for distribution. Look up Broker in EPIC

Prepare outbound mail & courier shipments. (weigh/stamp/seal). Call-in pick-up requests. Track urgent packages to ensure delivery. Verify billings for accuracy following up on billing discrepancies. Submit to manager for approval.

Log all inbound courier packages/deliveries. Contact recipient by skype to come pick up. Lock all packages at the end of each day if not pick up. Some heavy lifting maybe required.

Monitor postage meter & arrange for meter to be refilled via online postage meter service. Maintain all postage meter supplies of (date stamp ink, tape, solution etc.) ensuring you have back up supplies on hand.

Maintaining stock and availability of office supplies by ordering office (stationery, binders, liability slips, paper, printed material) and kitchen supplies (dish soap, paper towels, coffee, milk etc.); maintain relationships with related vendors

Maintain stock levels for First Aid Kits, defibrillator, hand sanitizer gel etc.,

Maintain supplies for coverbind and coverbind binding machines

Accept and log payments either cash or cheque received from clients into R drive spreadsheet in EPIC; provide receipts for payments if you received cash. Mail out cheques and spread sheet to contact at Oakville office.

Set up workstations for new employees. Make sure the cubicle or office is full stock and functionally for a working day. Computer, keyboard, phone. Stapler, stapler remover, white out, mouse pad, pens, pencils, paper clips, post it notes, note pad, staff directory,

Maintains telecommunication system by following manufacturer’s instructions for house phone and console operation. Notify helpdesk of and change in hours greeting that maybe needed for statutory holidays/early closing etc.

Assist with mass mailings.

Monitor colleagues going in and out of the wellness: this should be approved by the colleague’s manager before entry.

Assist when required to trouble shoot on photocopier equipment, replace toner & service calls as required.

Update all internal documents: Staff directory, workflow docs, “how to” docs, reception workflow charts, important: update SARNIA on the epic allocation chart every time someone is hired or leaves.

Registered mail

Maintains safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

Do walk around the office daily checking on equipment: phones, headsets, chairs, monitors, TV’s making sure all are in place. Especially spare desks

Refrigerator clean up – on a rotating basis with team members, throw out old food and containers every 2nd Friday.

Requests fridge wash down and microwave wash down from base building every 3 months.

Contributes to team effort by accomplishing related results as needed. Provides clerical assistance as required to our team and other teams.

Set up training room/boardroom for meetings.

Check executive fridge daily, keep stocked with bottle water and pop

Check bathroom supplies and stock as needed: mouth wash, Dixie cups, deodorant, hair spray, air freshener etc.

Set up equipment (laptop/projector) as required. Returning room to standard setup

At request of HR order name plates for new colleagues.

After hours attendance will be necessary from time-to-time in order to facilitate colleagues moves/construction renovations etc.

Administer bldg. access program BRIVO ordering new card stock, reporting lost cards for deactivation, issuing new cards, updating. Performing periodic card audits and maintaining accurate record keeping.

At the request of any manager, order flowers for clients, staff etc.

Maintain Archive retention program. Involves maintenance of records binders, organizing shipment of new boxes off-site, coordination of retrievals as required. Verifying billings against activity.

Order food for lunch n learns – set up eating area – clean up after.

Notify landlord of any base building problems, example: lights out, sink plugged, bathroom issues etc.


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified.

Department Office Administration & Clerical

Required Experience: 1-2 years of relevant experience

Required Travel: No Travel Required

Required Education: Diploma

Required skills