Front Desk Manager

THE MISSION:

To be a welcoming face and voice to our visitors and callers. To efficiently direct calls, e-mails, faxes, website messages and text messages to appropriate internal parties.

THE DEEDS:

• Outstanding client experience
• Create a welcoming environment and make a good first impression of our company by greeting our guests and answering phone calls, e-mails, and DMs.
• Direct incoming calls, messages (e-mail, text, and from the web site) to the appropriate internal parties timely and professionally
• Timely address the needs of our walk-in guests’ by identifying the right person for the to meet
• Keep up to date with all events in the staff calendars (absences, lunches, meetings) in order to direct calls, visitors, and messages correctly to ensure the wait times are minimal
• Keep the reception area tidy and presentable at all times
• Open and close office according to the set processes
• Check voice mail and fax messages every morning to ensure that all messages are answered
• Effectively and respectfully distribute all communication to the appropriate parties (incl. outgoing shipments)
• Know the responsibilities of the staff members in order to distribute the incoming communication appropriately
• Communicate with the staff in a professional/ respectful manner
• Manage incoming and outgoing mail and courier shipments
• Coordinate internal mail such as transferring documents between our offices
• Responsible cash handling
• Take payments
• Prepare deposits and close the batch at the end of the day, ensuring that cash balances
• Record payments in CRM
• Issue receipts (manual and electronic)

THE NEEDS:

• Passionate about excellent customer service
• Personable
• Communication (verbal, written, listening)
• Calm, even when under pressure
• Team player: responsible for doing own work well and on time, play well with your team members, help and support others,
• Multitasker
• Organized and efficient

THE QUALIFICATIONS:

• High school diploma
• Fully bilingual (English and French)
• Gifted multitasker
• Good typing skills
• Previous experience and hands-on knowledge in operating a phone system (we use RingCentral)
• Some reception or customer service experience

(Nice-to-haves)

• Post-secondary education (College or University)
• Computer savvy
• P&C Insurance license (or willingness to study and obtain one)

Vienneau Insurance Ltd / Assurance Vienneau Ltée