Receptionist

Date Posted: April 25, 2023
Reports To: Stakeholder Relations Manager
Duration: Fixed Term Contract (1 Year)

Position Summary

Acting as the Receptionist, coordinates the Methanex Geismar reception area, promoting a professional and friendly atmosphere to all internal and external customers both in person and on the telephone. Provides administrative and organization services to the Stakeholder Relations Manager at Methanex Geismar.

Position Responsibilities

• Provides a high-quality reception service by way of the telephone, fax service and reception desk. This includes receiving, directing and relaying telephone and fax messages as required.
• Coordinates and monitors the reception area at all times ensuring a tidy and positive first impression for the company.
• Promotes a professional and friendly atmosphere at the front reception desk and on the telephone.
• Greets and extends refreshments to all internal or external visitors upon arrival.
• Maintains visitor log for Administration building, issuing visitor badges as necessary in accordance with the Responsible Care policy.
• Ensures the telephone and fax systems are always available and liaise with service providers (internal and external) to ensure prompt servicing response.
• Regularly updates the internal telephone list and distributes to employees as required.
• Administers and coordinates the Methanex Geismar mail service including stamping, distribution and collection.
• Coordinates and administers USPS, FedEx and UPS packaging and pickup of outgoing items and callout as needed.
• Responsible for maintaining the Administration building kitchen area and Administration building conference rooms.
• Responsible for refreshment levels in the Administration building (making and replenishing coffee hourly or as needed daily, snacks, water, etc.).
• Provides timely and confidential administrative and organizational support to the Stakeholder Relations Manager including taking telephone messages, arranging meetings, filing, handling mail, operating fax and photocopy machines and preparing expense reimbursement claims.
• Provides desktop application support via MS Office applications for word processing, spreadsheets, presentations and other associated software applications.
• Organizes, compiles and accurately prepares required information for scheduled meetings, including obtaining input from Stakeholder Relations Manager for agendas and other requirements.
• Administers and organizes department travel as required.
• Assists with the coordination and organization of meetings, special events and community engagement initiatives.
• Receives and tracks sponsorship and community investment requests and prepares correspondence to requesting individuals or entities as requested.
• Supports internal communication materials development including PowerPoint presentations, newsletters, bulletins, etc.
• Executes other tasks as required from time to time within the range of existing competencies.
• Tracks training for Stakeholder Relations department ensuring compliance and up to date completion.
• Supports administrative work overflow from other departments and serves as back up for other Administrative Assistants as needed and directed by the Stakeholder Relations Manager.
• Coordinates the office supplies order, receiving orders from departments in the Administration building and placing the orders. Coordinates the distribution of requested office supplies.
• Places catering orders as requested by the Stakeholder Relations Manager.
• Places beverage and coffee orders for the Administration building, ensuring supplies are always readily available through coordination with departmental Administrative Assistants.
• Contributes to the organizational vision of Global Methanol Leadership and as a team member demonstrates the core values of integrity, trust, respect and professionalism.
• Conducts all business in a manner which supports the Responsible Care® ethic.
• Networks with other Methanex sites to the mutual benefit of all sites.
• Responsible for ensuring awareness of all controlled documents relating to this position as per Document Awareness Report from Document Management Database.
• Contributes to the ‘operational excellence’ for Methanex USA as an effective member of the Corporate Resources department.

Position Qualifications

• High School diploma or equivalent required.
• Associate’s Degree or other formal training/education in Administration would be an asset.
• Previous experience in a manufacturing environment preferred.
• Strong public relations skills to interface with both internal and external customers and be able to redirect general inquiries to the most appropriate person.
• Able to represent the company well to outside visitors and present a professional image at front desk.
• Self-motivation and an ability to meet tight deadlines.
• Ability to multitask and prioritize.
• Strong time-management, planning and organizational skills.
• Flexibility and willingness to work in a team environment, assisting in other areas when workload permits.
• Customer focused and detail oriented.
• Integrity and trust.
• Ability to maintain utmost confidentiality.
• Able to prepare basic correspondence, following verbal instruction.
• Highly proficient in computer software suites including Microsoft Office.
• Excellent communication skills (oral and written).

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