Receptionist/Administrative Assistant

 

Job Number: 60826 
Group: Magna Corporate  
Division: Magna Services of America (Troy Office) 
Job Type: Permanent/Regular 
Location: TROY 

 

Group Description 

At Magna, we create technology that disrupts the industry and solves big problems for consumers, our customers, and the world around us. We’re the only mobility technology company and supplier with complete expertise across the entire vehicle.

 

We are committed to quality and continuous improvement because our products impact millions of people every day. But we’re more than what we make. We are a group of entrepreneurial-minded people whose collective expertise gives us a competitive advantage. World Class Manufacturing is a journey and it’s our talented people who lead us on this journey.

 

Role Summary

The Receptionist/Administrative Assistant will serve as the primary point of contact for all visitors to our company's headquarters, ensuring that they receive a warm welcome and excellent customer service. The incumbent will be responsible for managing the front desk, answering phone calls and emails, and scheduling appointments. Additionally, the successful candidate will be responsible for providing administrative support to the Office Manager and Facilities team.

Key Responsibilities

Front Desk/Reception Support:
•    Greet and welcome all employees, visitors, clients, and corporate executives with a professional and courteous demeanor
•    Notify employees of visitors' arrival and escort them to the appropriate waiting area or meeting room
•    Answer, screen, and direct all incoming calls in a timely and professional manner
•    Providing building access to visitors and contractors by maintaining visitors/contractor logs and managing access devices
•    Oversee and maintain the Visitor Kiosk check-in system, ensuring all visitors are accounted for and provided with proper directions and instructions
•    Manage lunch deliveries, sign for ADP and other deliveries, and maintain the building telephone directory
•    Reserve conference rooms and coordinate any necessary arrangements for internal/external meetings and training sessions
•    Assist with the maintenance and management of the voicemail and Mitel phone systems, including setting up voicemail boxes, adding and removing employees, and troubleshooting issues
•    Maintain accurate records of employee extensions and divisions directories
•   ��Coordinate meals for training sessions and assist visitors with room reservations
Office/Property Management Support:
•    Maintain the MagNET Troy Office Page by creating content, updating, and uploading building forms, phone lists, safety procedures, conference room information, etc
•    Assist with the management of the SharePoint visitor’s page, granting on-site access to new employees and ensuring up-to-date information is available
•    Track building maintenance contracts, including expiry dates and certificates of insurance.
•    Keep track of contractor logs to ensure visits are being conducted according to contracts.
•    Liaise with cleaning and security staff and escalate concerns to Office Manager as needed.
•    Provide administrative support to the Office Manager and Facilities team, including processing purchase orders and work orders, preparing reports and correspondence, and conducting research 
•    Assist with the creation, editing, and formatting of Word, Excel, and PowerPoint documents as required
•    Prepare and circulate office announcements for upcoming events, office/building maintenance, and other general reminders
•    Assists in the creation of reforecast and annual budgets, including tracking due dates, submissions, and approvals.
•    Assist with special projects and other administrative functions as needed to support the smooth operation of the building
 

Key Qualifications/Requirements

•    High school diploma or equivalent is required. A certificate or diploma in Business/Office Administration would be considered a strong asset

•    Minimum of 3 years of experience in a receptionist or administrative support role in a fast-paced, corporate environment
•    Experience in real estate/commercial property management would be considered a strong asset•    Superior customer service skills
•    Exceptional customer service skills with a focus on providing a positive experience to clients and colleagues
•    Proven problem-solving abilities and strong attention to detail
•    Excellent written and verbal communication skills
•    Highly organized with the ability to prioritize and manage multiple tasks and deadlines effectively
•    Proficient in Microsoft Office 365: Word, Excel, PowerPoint, and Outlook. Knowledge of WordPress is an asset
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