Office Administrator / Receptionist

Organization:

Integral Artists / Kirk Talent Agency

Deadline:

Jun. 1, 2019

Job Description:

Office Administrator / Receptionist

Responsibilities:

  • Assist agents with tasks such as invoicing, filing, filling out client paperwork, updating resumes and setting meetings as required.

  • Support agents with special projects and associated preparation

  • Distributing mail, scanning incoming cheques, contracts and mail for remote employees.

  • Maintaining office/vendor relationships (payment, communication, appointment scheduling, new vendor needs etc.).

  • Communicate with visitors, employees and other individuals to answer questions, disseminate or explain information and address cold calls as needed

  • Accept packages and manage outgoing couriers and client pick ups

  • Operate, set up and train employees on basic office machine functions and systems, such as photocopiers and scanners, fax machines, personal computers, e-mail, IT troubleshooting, bookkeeping procedure,. etc.

  • Organize receipts, bills, invoices for bookkeepers, liaise with bookkeepers and agents regarding scheduling changes, coordinate and prepare weekly courier drop offs.

  • Office-wide event planning (internal scheduling and event coordination)

  • Manage agency social media accounts

  • General errands (turning on/emptying dishwasher, general filing, changing lightbulbs, maintaining office and kitchen supplies etc.)

  • Recruit and manage interns as needed.

Qualifications:

  • Previous experience working in film, TV or music strongly preferred.

  • Office administration experience preferred.

  • Related post-secondary education an asset (University or College degree)

  • Advanced computer skills - MS Office (Word, Excel), Google Apps platform, Mac proficient

  • A positive, friendly manner and customer service approach that enables the successful candidate to deal with challenging situations with empathy and sincerity

  • Self-motivated team player with a positive attitude

  • Exceptional organizational skills

  • Proven ability to multitask, with well-developed time management and analytical skill

  • Ability to work well under minimal supervision and show initiative

  • Strong communication skills (both written and verbal)

  • Strong decision making abilities (fast-paced, deadline driven environment, quick thinker that can handle pressure & changing priorities)

How to Apply:

Please send resume and cover letter (in body of e-mail) to apply@integralartists.com

Remuneration:

Minimum Wage

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