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Ensures accurate and timely processing (manual and electronic) and filing of accounts payable documents and uploading files each morning in OK to Pay.
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Prepare all written documentation such as, but not limited to, correspondence, reports, and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects.
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Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting.
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Process all departmental mail, facsimiles and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and mailed on time and arranging for same-day or overnight courier as required in order to ensure the timely and accurate distribution of departmental correspondence.
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Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary, this includes boxing year-end files.
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Monitor and maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties.
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Provide and maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service.
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Receptionist duties include receiving all incoming calls and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image.
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Recommend and implement enhancements to current procedures that will improve operational effectiveness.
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Keep track of monthly occupancy data, maintain tenant contact lists, stacking plans.
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Data entry, document uploads and update manuals in relevant systems and website.
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Support Management in the preparation of storage agreements, license agreements and update parking per lease summary
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Distribute tenant notices, surveys, prepare newsletters, upload material on elevator displays
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Track entertainment expenses arrange tenant and staff events, become One CF Champion and post on internal CF site.
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Other duties as assigned.
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A standout colleague with strong interpersonal skills
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Strong communicator, verbal and written with excellent tact and diplomacy
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Detail-oriented and focused on accuracy
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A multitasker, quick learner, and can work independently in a fast-paced environment
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Excellent with time management and organizational skills
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Analytical with good problem solving skills
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Customer-service focused
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Able to work under pressure with minimal direction
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Comfortable interacting at all organizational levels
