Administrative Assistant / Receptionist
Read Jones Christoffersen
- Ottawa, ON
- Permanent
- Full-time
- Answer incoming calls in a professional, polite, and cheerful manner.
- Welcome clients and visitors, providing a warm and hospitable environment.
- Manage office supplies to ensure availability for staff.
- Handle incoming mail, packages, and deliveries, and notify recipients promptly.
- Maintain a log book for guest attendance.
- Coordinate sending and receiving packages via couriers and Canada Post.
- Type, edit, proofread, and produce various documents including reports, engineering specifications, letters, and correspondence.
- Digitally file documents and maintain templates for efficient workflow, as necessary.
- Assist with travel arrangements, boardroom meetings, and lunch and learns (do you have these events? Or will be planning on having these in the future?).
- Order coffee, tea, and kitchen-related items for the office.
- Perform other administrative tasks as assigned by the Office Services Manager.
- Create, edit, and proofread documents such as reports, fee proposals, and contract documents.
- Coordinate printing and binding of reports as necessary.
- Collaborate with accounts receivable/payable in the Toronto office.
- Assist in filing digital and paper correspondence, invoices, reports, and proposals.
- Maintain the archive file database, ensuring accuracy and accessibility of records.
- Ensure cleanliness and tidiness of office spaces, particularly after meetings and presentations.
- Assist with miscellaneous facility duties as required.
- Assist with special projects and perform other duties as assigned by the Regional Manager and Office Services Manager.
- High school diploma or equivalent; additional qualifications in office administration or related field preferred.
- Previous experience in a receptionist or administrative role is an asset.
- Proficiency in Microsoft Office Suite and familiarity with office equipment.
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and professionalism at all times.