REPORTS TO: Vice President, XCMG Canada Ltd.

LOCATION: Hamilton, ON.

JOB SUMMARY:

As the first point of contact for clients and visitors, the Receptionist plays a pivotal role in creating a welcoming and professional environment. This role involves answering phones, greeting guests, and providing a wide range of administrative support to ensure the smooth day-to-day operation of the office. The Receptionist will handle various office administrative tasks, including reception duties, filing, office maintenance, vehicle management, acting as the IT liaison, and organizing company events.

The ideal candidate is a detail-oriented multitasker with a warm and professional demeanor, strong organizational skills, and experience in a fast-paced office environment.

KEY OBJECTIVES:

• Streamline Office Operations: Optimize internal processes, supplies, and equipment management.
• Enhance Vendor Relations: Coordinate and nurture relationships with external resources while ensuring best practices.
• Support Business Growth: Create positive client impressions, assist coworkers, and manage administrative tasks.
• Maintain Efficiency: Facilitate scheduling, workflows, and communication across teams.
• Proactively Address Issues: Identify and report deviations from procedures to leadership.

RESPONSIBILITIES:

Reception Duties:

• Open the office and prepare for daily operations.
• Greet visitors with professionalism and friendliness.
• Manage a multi-line phone system: answer, direct calls, and take accurate messages.
• Handle incoming and outgoing mail, courier services, and faxes.
• Monitor and respond to emails promptly.

Office Administration:

• Maintain office supply inventory and ensure the supply room is organized.
• Oversee office cleanliness, manage janitorial services, and water plants.
• Coordinate meetings and manage boardroom bookings.
• Arrange travel and prepare detailed itineraries.
• Process employee expense claims for approval.
• Manage petty cash and assist with basic bookkeeping tasks.
• Administer company vehicles, ensuring proper maintenance and usage tracking.
• Organize team-building activities and company events.

Facility and Asset Management:

• Oversee IT equipment, furniture, tools, and facility maintenance requests.
• Liaise with IT support for troubleshooting and setup needs.

Administrative Support:

• Maintain accurate records, including files, contact directories, and schedules.
• Support the office with administrative tasks.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• High school diploma or equivalent required; post-secondary education in Business Administration is an asset.
• Minimum of 2 years in office administration or receptionist roles.
• Proficiency in Microsoft Office Suite and scheduling tools.
• Experience with Health and Safety procedures preferred.
• Bookkeeping experience is considered an asset.

NICE-TO-HAVE SKILLS:

• Familiarity with CRM software or visitor management systems.
• Previous experience coordinating travel arrangements or executive schedules.
• Multilingual abilities to assist diverse clientele.
• Knowledge of corporate protocols and security best practices.

SKILLS AND COMPETENCIES:

• Exceptional verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Discretion and confidentiality in handling sensitive information.
• Problem-solving mindset with a proactive approach to managing challenges.
• Friendly, enthusiastic, and client-focused attitude.
• Self-starter capable of working independently with minimal supervision.

WHY XCMG?

·      Competitive Salary

·      Comprehensive dental, vision, and life insurance

·      Short-term and long-term disability coverage

·      100% company-paid Extended Health Care premiums

·      15 paid vacation days & 6 paid personal days and 11 paid holidays annually

·      Opportunities for professional growth in a supportive environment

Why Join Our Team?

We are committed to fostering a positive and collaborative work environment where your contributions are valued. As our receptionist, you will play a vital role in supporting our operations and representing our company to clients and visitors. *Please note, to be considered for the role you must be legally entitled to work in Canada. Only those who are qualified for the role will be contacted.