Receptionist

Receptionist
Location: Winnipeg, MB Employment Type: Full-Time Reports To: Finance Operations & Nation Support Manager unless otherwise assigned Overtime Status: Eligible in accordance with Manitoba Employment Standards

Position Summary

The Receptionist provides reception services and financial administrative support to the finance team while assisting with daily office coordination and administrative tasks.

This role serves as the first point of contact for visitors, clients, and incoming communications while supporting financial documentation, invoicing coordination, data entry, and general office organization. The position works closely with the finance team to help ensure administrative records, invoices, and documentation are organized accurately and efficiently.

The Receptionist helps maintain a professional and welcoming office environment while supporting multiple departments through administrative coordination and operational assistance.

Key Responsibilities

1. Reception & Front Office Coordination

• Serve as the first point of contact for visitors, clients, and incoming calls • Answer and direct phone calls in a professional and courteous manner • Greet visitors and direct them to the appropriate staff member • Monitor incoming emails and assist with basic inquiries when appropriate • Maintain a clean, professional, and organized reception area • Assist with scheduling meetings or coordinating visitor appointments • Support general communication between staff and departments

2. Financial Administrative Support

• Assist the finance team with invoice preparation and documentation • Enter financial data and records into administrative or financial systems as directed • Assist with organizing and maintaining financial documentation • Support invoice tracking and client billing coordination • Match invoices and supporting documentation for internal records • Assist with sending invoices or financial communications to clients when directed • Support preparation and organization of documents for financial review

This role provides administrative support for financial processes but does not perform independent accounting or bookkeeping functions.

3. Time & Attendance Administrative Support

• Collect staff timesheets from internal departments • Download and format fingerprint time-clock reports when required • Cross-reference reported hours with attendance records following established procedures • Flag discrepancies for management or payroll review • Provide attendance documentation to management and payroll staff

4. Shelly’s Bistro Administrative Support

• Assist with preparation and organization of Shelly’s Bistro invoices when directed • Enter catering invoices and documentation into QuickBooks Online • Maintain organized documentation for catering and Red Cross program invoices • Monitor catering email categories for invoices or quotes requiring preparation • Coordinate with restaurant staff regarding invoice communication and documentation

5. Client Documentation & File Organization

• Maintain organized digital and physical client files • Assist with collecting and organizing documentation for new clients • Coordinate document requests between clients and internal staff • Ensure documents are stored accurately for internal reference

6. Office Administration & Operational Support

• Manage incoming and outgoing mail • Assist with faxing, printing, scanning, and filing documents • Maintain organized administrative records and shared files • Assist leadership with administrative requests when required • Support document preparation, reports, and general office coordination

7. Office Maintenance & Shared Workspace Support

To support a clean and professional office environment, the Receptionist assists with light office maintenance duties.Responsibilities may include:

• Maintaining a tidy reception and shared office areas • Vacuuming common areas on a scheduled basis • Light cleaning of shared desks and workspaces • Watering office plants • Replenishing bathroom supplies when needed • Emptying garbage and recycling bins when required • Maintaining kitchen and shared office spaces in a clean condition • Coordinating with cleaning services when necessary

Authority & Decision-Making

• Maintain organized administrative and financial documentation • Support coordination of financial administrative processes • Escalate discrepancies or documentation concerns to the Finance Operations Manager • Maintain strict confidentiality of financial and organizational information

Qualifications

• Administrative, reception, or office support experience preferred • Experience with invoicing, data entry, or financial administration considered an asset • Strong organization and documentation management skills • Strong communication and customer service abilities • Comfortable using computers and learning administrative systems

Core Competencies

• Professional communication and customer service • Organization and attention to detail • Confidentiality and professionalism • Reliability and accountability • Ability to manage multiple administrative tasks

Work Conditions

• On-site office environment in Winnipeg, Manitoba • Standard office hours • Overtime eligible in accordance with Manitoba Employment Standards

Success in This Role Looks Like

• Visitors and clients are greeted professionally and assisted promptly • Communications and administrative tasks are handled efficiently • Financial and client documentation is organized and accurate • Office spaces remain clean, organized, and welcoming • Administrative and financial support tasks are completed reliably and consistently

Company Overview
Please visit https://www.aimadvisors.ca/ for more information