Reporting to the Labour Relations Manager, the Receptionist & LR Administrative Assistant is responsible for delivering a welcoming and efficient reception experience to employees and guests, serving as a key point of contact to support a positive workplace environment. Additionally, this role provides administrative support to the Labour Relations team, as needed.
Responsibilities
- Greet visitors and direct them to the appropriate person or department
- Monitor and manage phone line, including screening and directing calls
- Maintain the reception area to ensure it is tidy and professional
- Sign in visitors, provide temporary building passes if required
- Deliver information to internal and external contacts via email, phone, and in person
- Manage incoming and outgoing mail and packages
- Maintain and order office supplies as needed
- Organize and maintain department filing systems
- Assist with scheduling appointments for visitors and meeting room bookings
- Various administrative tasks including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries
Provide administrative support to Labour Relations team, including:
- Finalize and distribute discipline letters
- Maintain documentation in software and paper files
- Send member communications
- Maintain manager’s on-call schedule
- Assist in preparation for bargaining including booking meeting rooms and typing minutes
- Scheduling, copying materials, creating binders and organizing catering for meetings or training sessions
- Receive, track, and process timesheets for pay claims
- Book hotel and travel arrangements as needed
Qualifications
- Superior customer service skills with the ability to handle difficult and sensitive situations quickly and diplomatically.
- 2+ years of office or administrative experience, or an equivalent combination of education and experience.
- Diploma in office administration is considered an asset.
- Proficiency in Microsoft 365 products, particularly Outlook, Word, and Excel.
- Excellent multitasking skills and the ability to work in a fast-paced, high-stress environment.
- Strong organizational skills with a keen sense of prioritization.
- Effective written and verbal communication skills.
- High attention to detail and dedication to meeting deadlines.
- Flexibility, strong problem-solving skills, and a high degree of professionalism.
- Ability to work collaboratively as part of a team and build positive working relationships.
- Capacity to exercise tact and discretion when dealing with confidential and sensitive information.
- Critical thinking skills and the ability to resolve issues in a timely manner.
- Ability to work independently with minimal supervision.
BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.