Specific Duties:

The Administrative Assistant will have a variety of duties and activities to perform on a daily basis, with the main priority being reception, data entry, and customer service. The list, below, details the specific duties assigned to this role. Please note, this list is subject to change and other related duties may be asked/required of the employee.

Reception

• Greet and assist office visitors in a welcoming and courteous manner.
• Process/accept customer payments. (paypal, square, cash, etc)
• Operate a multi-line phone switch board: answer incoming calls, respond to voicemails.
• Record messages and customer information accurately and promptly.
• Handle BC One Calls and relay information appropriately.
• Maintain spreadsheets for tracking training courses offered to clients.
• Direct calls to the appropriate individual and respond to inquiries.
• Book appointments for customers with the appropriate arborist/manager.
• Provide sales manager support.
• Conduct courtesy, follow up, and reminder calls for clients.
• Monitor and respond to emails.
• Maintain spreadsheets for municipal client tree list(s).
• Speak/interact with customers in a professional and courteous manner.
• Provides general information to customers about company and services.

Data Entry

• Prepare invoices and statements.
• Record and input client information into Outlook & Arborgold for appointments.
• Inputs proposals into database and prepares work orders/quotes as required.
• Prepare Consulting Reports as required.

  Clerical

  • Responsible for the creation of work orders for various clientele.
  • Organize incoming and outgoing mail, faxes, files, invoices, and receipts as required
  • Files all correspondence, proposals, and completed work.
  • Post reminders around the office for: time sheets, upcoming events as required.
  • Keep the office and greeting area for customers tidy and free from clutter/equipment.
  • Participate in organizing team events, advertising team education and travel arrangements.

  Qualifications:

  • Minimum Education: high school, office administrative training is preferred.
  • At least 2 years of reception/office experience.
  • Class 5 Drivers License is an asset.

  Knowledge, Skills & Other Attributes:

  • Excellent interpersonal skills.
  • Team building skills.
  • Strong communication skills – verbal & written.
  • Demonstrates attention to detail.
  • Strong organization & time management skills.
  • Stress management skills.
  • Respectful, honest, & trustworthy.
  • Represents company in a professional manner.
  • Willingness to help others.
  • Moderate to extensive knowledge of office administration & management.
  • Analytical decision making & problem-solving skills.
  • Practices active listening.
  • Demonstrates high proficiency in MS Office applications.
  • Perform due diligence & confidentiality measures for sensitive information.
  • Demonstrates cultural awareness & sensitivity.
  • Approaches earning and work in a flexible manner.
  • Supportive & collaborative.

  Relationships:

  Reports To: Office Coordinator, Operations Manager & Owner.

  External Reports: Customers, Suppliers, and Third-Party Organizations.

  Working Conditions:

  • BCPHC is a low-traffic environment with most customer interactions occurring via phone or email, the Receptionist should greet any office visitors promptly once they have entered the building.
  • Majority of duties will be performed in an open workspace with other office personnel in the area. The office area is separated from the equipment and products/chemicals used by other employees therefore direct exposure to risks are minimal.
  • Normal physical activity is required with occasional light lifting duties up to 40 lbs.
  • Considerable amount of time spent at desk/work station for data entry and to monitor phone lines.

  Income:

  $20.00 - $26.00 hourly, depending on experience.

  Benefits:

  • Self Directed Benefits Package
  • Medical, Dental, & Insurance Options
  • Education/Professional Development Allowance
  • Paid Vacation/Holidays
  • Paid Birthday Off