Receptionist- Regina

Primary Purpose:

The Receptionist serves as the first point of contact for clients, visitors, and suppliers, providing professional and welcoming experience upon arrival to the office. This role is essential to maintaining smooth front-office operations. The position requires a high level of professionalism, strong organizational and time management skills, and the ability to multitask in a fast-paced environment. Excellent communication skills and sound judgment are essential, as the Receptionist is responsible for managing a variety of daily administrative tasks while upholding the Firm’s standards of client service and confidentiality.

Key Accountabilities

Client Experience & Front Desk Operations

Provide a professional and welcoming experience to all internal and external clients, visitors, and suppliers.
Manage reception duties including greeting guests, answering calls, and directing inquiries appropriately.

Mail, Courier & Communication Handling

Handle all incoming and outgoing courier deliveries, ensuring timely and accurate processing.
Sort and distribute incoming mail and faxes; manage outgoing mail including registered items and courier parcels.
Enter disbursements for postage and courier services into the accounting system.

Meeting Room & Office Coordination

Coordinate booking of signing rooms and boardrooms, including setup and refreshment arrangements.
Update and maintain the reception manual and loose-leaf library materials.

Facilities & Maintenance Support

Submit maintenance requests using the Property Management platform.
Monitor and report facility-related issues as needed.

Administrative Support

Serve as a backup for the daily court run when required.
Perform other administrative tasks as assigned by the Regina Office Manager .

Qualifications

Experience:

Minimum of 1 year of experience in customer or client service, with front desk or reception experience considered an asset.
Previous experience in a professional office environment is preferred.
Familiarity with legal office procedures or experience in a legal setting is considered an asset.

Knowledge, Skills & Abilities
The ideal candidate will possess exceptional interpersonal and client service skills, with the ability to communicate clearly and professionally in both verbal and written formats. Strong organizational and time management abilities are essential, along with the capacity to multitask and remain composed under pressure. The role requires a high level of accuracy in typing and data entry, as well as attention to detail. Professionalism, sound judgment, and the ability to maintain confidentiality, discretion, and impartiality are critical.
The successful candidate will be confident, dependable, and demonstrate strong initiative, with the ability to work independently and collaboratively within a fast-paced, team-oriented environment.