Location: Winnipeg, MB
Employment Type: Full-Time
Overtime Status: Eligible under Manitoba Employment Standards
Position Summary
The Receptionist serves as the first point of contact for Accurate Indigenous Managers & Advisors (AIMA), providing professional front-line customer service while supporting administrative operations across AIMA and affiliated employer entities as required.
The successful candidate will be organized, dependable, professional, adaptable, and capable of managing multiple priorities while maintaining a high level of confidentiality, accuracy, and customer service.
Key Responsibilities
Reception & Client Service
- Greet visitors, clients, vendors, and stakeholders in a professional and welcoming manner.
- Answer, screen, and direct incoming telephone calls and emails.
- Receive and announce visitors while coordinating staff notifications.
- Maintain a clean, organized, and welcoming reception area.
- Coordinate meeting room bookings, visitor scheduling, and appointment logistics.
- Support effective communication between departments, staff, and external stakeholders.
Administrative Support
- Prepare, format, print, scan, photocopy, and distribute documents.
- Assist with document preparation, formatting, proofreading, and quality checks.
- Maintain organized digital and physical filing systems.
- Support data entry, administrative tracking, reporting, and record maintenance.
- Pull and organize monthly, bi-weekly, weekly, and ad hoc reports as directed.
- Support leadership and staff with administrative coordination and follow-up activities.
- Schedule meetings and appointments as assigned.
- Assist with meeting logistics, including preparing meeting rooms, training spaces, refreshments, and lunch orders.
- Prepare meeting materials, agendas, and supporting documentation as directed.
Records & Document Management
- Maintain secure, accurate, and organized client, employee, and organizational records.
- Support document management across consulting, bookkeeping, tax, restaurant, and operational service areas.
- Maintain document version control and standardized filing practices.
- Archive records in accordance with organizational retention practices.
- Ensure confidential information is handled appropriately at all times.
Finance & Operational Support
- Assist with organizing invoices, statements, receipts, and supporting documentation for accounts payable processes.
- Organize administrative records and supporting documentation for operational reporting.
- Assist with document preparation for finance, consulting, and operational activities.
- Support administrative coordination across multiple departments
Office Operations
- Manage incoming and outgoing mail, courier deliveries, and package distribution.
- Complete daily office opening and closing responsibilities, including securing the office and following opening and closing procedures.
- Monitor office printers, photocopiers, and office equipment, reporting maintenance or service requirements.
- Coordinate with cleaning and maintenance service providers as required.
- Monitor and restock office supplies, including stationery, printer supplies, coffee supplies, kitchen items, and other office inventory.
- Assist with maintaining a clean, organized, and professional office environment.
- Perform light office maintenance, including emptying garbage and recycling, tidying common areas, preparing meeting rooms, organizing shared workspaces, cleaning and organizing the shared office refrigerator, and replenishing coffee pods and kitchen supplies.
- Identify opportunities to improve administrative processes and office efficiency.
- Provide administrative support across multiple departments, affiliated organizations, and business entities as assigned.
- Perform other administrative and operational duties as assigned.
Qualifications
Required
- Experience in reception, customer service, office administration, or a similar administrative support role.
- Excellent verbal and written communication skills.
- Strong interpersonal and customer service skills.
- Excellent organizational, multitasking, and time management abilities.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Office applications and the ability to learn new software systems.
- Ability to work independently while managing multiple priorities in a fast-paced office environment.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Preferred
- Experience with data entry, administrative reporting, or records management.
- Experience supporting bookkeeping, accounting, tax, consulting, or operational workflows considered an asset.
- Experience working in a multi-company or multi-division environment considered an asset.
- Experience with Employment Hero, Microsoft 365, SharePoint, Adobe Acrobat, Sage, or similar business software considered an asset.
Core Competencies
- Professionalism and customer service
- Organization and time management
- Communication and interpersonal skills
- Confidentiality and discretion
- Reliability and accountability
- Adaptability and teamwork
- Attention to detail and accuracy
- Initiative and problem-solving
- Administrative coordination
- Multi-tasking and prioritization
Work Conditions
- On-site position located in Winnipeg, Manitoba.
- Standard office hours are generally 8:30 a.m. to 4:30 p.m., Monday through Friday.
- Fast-paced, multi-division office environment supporting multiple affiliated organizations.
- Frequent interaction with clients, visitors, vendors, and staff.
- Occasional lifting of office supplies and files.
- Overtime may be required in accordance with Manitoba Employment Standards.
