Reception/admin Assistant - Ottawa, Canada - Versaterm
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 People and Culture, the reception/administrative assistant position is pivotal in sustaining business operations through a number of support activities.
This roles serves as both corporate gatekeepers and brand ambassadors as they are typically the first person that 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 experience
- 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
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