Reception/admin Assistant - Ottawa, Canada - Versaterm

Versaterm

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

THE COMPANY
Versaterm is an Ottawa-based vertical software company that has been in business for over 40 years. We provide industry-leading products in mission-critical areas for Police, Fire and EMS agencies across North America and the Caribbean.

As a result of significant growth, we are looking for top notch professionals to join us during this exciting time.

Our clients relay on us to provide exceptional 24/7 support, and we depend on a team of top-notch professionals who are dedicated to client service excellence.

THE ROLE

Reporting to the VP of Finance & Administration, the administrative assistant position is pivotal in sustaining business operations through a number of support activities.

Incumbents are both corporate gatekeepers and brand ambassadors as they are typically the first person a client, out of town colleague or other guest meets when they contact or arrive at Versaterm head office.

Administrative Assistants work with and provide support to multiple internal and external stakeholders.

A key requirement is to prioritize and complete tasks in a timely and professional manner, promptly greet and direct visitors and respond to phone and co-worker inquiries.

RESPONSIBILITIES

Answer, scrutinize and direct phone calls in a polite and friendly manner
Maintain the reception to create a hospitable first impression
Promptly, professionally and pleasantly greet, welcome and direct visiting stakeholders
Maintain office security by following and controlling access to the office
Remain up to date with changes to the organization chart and lines of business in order to provide informed responses to inquiries; remain abreast of new hires and exiting employees
Regularly review and update employee directories and check status updates so inquiries can be accurately responded to
Maintain office supply inventories, order supplies as needed and keep supply rooms organized and clean
Maintain kitchen supply inventories and perform daily restock
Manage standard office equipment such as copiers, scanners and printers; arrange for maintenance and service as required
Update calendars and schedule meetings as requested
Prepare accurate documents and reports within required timelines
Complete general clerical duties such as photocopying, mailing, computer searches etc.
Receive, sort and distribute daily mail
Coordinate shipping and receiving with courier companies
Assist with filing, record keeping, and documentation
Assist with planning of company events and communication of such events
Schedule appointments, meeting rooms and company engagements
Provide support for the setup of meetings and meeting rooms
Maintain lunchroom and meeting rooms to company standards
Arrange travel arrangements and accommodations as requested
Assist departments with information research, collection and data entry

THE ROLE REQUIREMENTS

23+ years relevant work/accounting experience in public practice or industry
High level of experience using Microsoft Office Suite
Able to efficiently complete internet searches
Exceptional written and oral English language skills
Knowledge of French an asset
Able to utilize standard office equipment
Wellorganized, selfdirected team player; open to others' ideas and exhibits willingness to try new things, has a resourceful mindset, and strong problemsolving aptitude
Ability to receive an Enhanced Reliability Clearance from the Canadian Government