At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.

Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.

Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job description:

Position Summary

Reporting to the Lead, Group Talent, the Receptionist, Assistant and Office Services is responsible for a wide variety of clerical office duties in support of company administration. This includes, but is not limited to, greeting and screening visitors, answering and referring inbound telephone calls and sending and receiving mail and couriers.  This role is also responsible for all office services functions, including, but not limited to, support for processes, programs and initiatives to ensure the efficient and effective functioning of the Toronto office.

Responsibilities

Reception

Greeting visitors: Receive & welcome visitors to the office in a professional, courteous manner, presenting a positive and professional image of the Company to all.Respond to telephone, e-mail, and in-person inquiries from clients, business partners, suppliers and other parties.Refer all inquiries to the appropriate individuals, divisions, or departments across the Company.Security badges: Maintain and track all visitor and temporary building and/or office security badges.Mail/courier: sorting, distributing documents & packages; preparing documents and packages for pick up or delivery.Write simple correspondence, including memos, letters, etc.Organize, maintain, and coordinate records and files in their proper locations.Assist with travel arrangements and ensure that the travel schedule is up to date and ready to present to authorities in the event of an emergency.Observe and report any security issues to Lead, Group TalentAdminister and distribute inbound mail, and arrange all courier servicesAssist on special tasks and projects as required.Perform all other duties as assigned.

Office Services

Maintain the office in an orderly manner and address issues or concerns in a timely manner.Managing the inventory of office supplies, including:Maintain sufficient supplies at all times.Order and purchase supplies when required.Unload and store supplies.Assist with the tracking of inventory and maintenance of the following:Office supplies (stationery, envelopes, letterheads, binding supplies, name plates etc.)Photocopying and printing supplies (paper, toners, etc.)Kitchen supplies (cups, plates, utensils, cleanser, water, coffee, tea, etc.).Courier suppliesDeal with plant maintenance vendorProcess office services-related invoices and cheque or wire requests.Interaction with Accounts Payable to ensure proper coding, etc. of all payments and expenses.Monitor postage machine and top-up of postage as required.Monitor office services budget and provide analysis.Responsible for security issues (order access cards, maintain a list of all access cards, respond to alarms).Assist with onboarding of new employees, including: preparing workstations, ordering business cards and supplies.Assist with off boarding, including: collecting IT equipment, access card, and obtaining signature for Exit Form.Assist with Toronto Sharepoint site, ensuring relevant and engaging content is posted on a frequent basis.Coordinate available workstations for outside consultants and visitors.First point of contact for internal moves, office renovations and relocations, including scheduling deliveries, ordering furniture, etc.Co-ordinate after hour deliveries, if there are any.Work with building management and other service providers to ensure a high level of quality office environment for our employees.Maintain relationships with external service providers and suppliers.Assist on special tasks and projects as requested by the Human Resources team.Liaise with IT to raise and follow up on tickets as they occur in the office.Light housekeeping: wiping down reception area, fridge, microwave and loading/emptying dishwasher once a day.Maintain visitor waiting areas in a tidy and presentable manner.Reception Reference Manual: Refer to and update reception manual as needed.Perform all other duties as assigned.

Competencies

PerseveranceCreativityInformingDrive for ResultsAction OrientedPeer RelationshipsOrganizingLearning on the FlyProcess Management

Qualifications

3 to 5 years of direct work experience in a receptionist capacity and administrative experience in an office services and/or administrative role.Excellent oral and written communication skills complemented by tact and diplomacy.Adherence to the highest ethical standards, demonstrating accountability, integrity and transparency in actions at all times.Strong computer skills including proficiency in MS Office (Word, Excel, PowerPoint).Superior telephone manners and strong interpersonal skills.Motivated team player with a demonstrated passion for exceptional customer service, building partnerships and sustaining cooperative working relationships with all levels of staff and management.Responsive to time-sensitive deadlines.Ability to handle competing priorities and process information from multiple sources simultaneously.Excellent analytical and problem solving skills.Meticulous records maintenance skills.Knowledge of and comfortable working with various systems and/or databases.Ability to work independently, establishing priorities with minimal supervision.Spanish or French a nice to have (but not required)

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