08-20 Part/Time Reception/Administrative Assistant (Office Services) (Ottawa, ON)

Purpose of position 
Reporting to the Office Manager, the Part/Time Receptionist/Administrative Assistant (Office Services) operates the switchboard to route incoming calls and outgoing calls, greets vendors, customers, job applicants and other visitors. Performs routine office admin duties for the office services & facilities department.

Duties
Reception

• Answers calls for Ottawa and Scottsdale office and routes appropriately
• Checks messages on after-hours reception voice mail; forwards as appropriate
• Sets up ACT teleconferencing calls as requested
• Records, enables and disables alternate phone messages for holidays
• Maintains visitor sign-in/-out logs and advises host on visitor arrival
• Orders, tracks and de-activates employee badges and parking passes with building security. Updates reception database with same
• Takes employee photo on first day
• Checks for faxes and distributes as necessary
• Accepts, schedules and tracks local postal and courier deliveries
• Coordinates the outlook calendars for all Boardroom bookings & catering requirements
• Spot checks boardroom neatness and tidiness after meetings
• Arranges for transportation services, as needed
• Performs other related duties incidental to Reception

Administrative Assistant

• Collects, sorts and distributes incoming and interoffice mail
• Sets up and removes mail slots
• Maintains sufficient funds in postage meter and uploads as required. Gets external mail to postal box
• Orders office supplies and lunchroom supplies; maintains inventory for each floor
• Coordinates all facilities routine maintenance requests
• Orders nameplates
• Checks and spot cleans cubicles for new hires and departing employees
• Supplies log or note books, welcome package, coat hook, files, etc. Maintains inventory of same
• Delivers and replenishes office supplies, catering supplies in building
• Performs other related duties incidental to Office Services, under the direction of Office Manager

Education / Qualifications 

• High school graduate
• Warm, happy, friendly, immaculately presented and articulate
• Fosters a team environment
• Maintains consistent “first impression” at reception of guests
• Proficiency in Microsoft Office word processing, spreadsheets, Internet and presentation software (Word, Excel, PowerPoint and Outlook)
• Professional communication, customer service, organizational and planning skills
• Demonstrated initiative and ability to multi-task in a fast-paced environment
• Proven ability to work under stress and meet deadlines
• Executes all duties and responsibilities with follow-through, professionalism and attention to detail
• Self starter approach to work, with an eagerness to consistently meet and exceed commitments/objectives and take on more responsibility
• Possesses proven problem-solving skills to assess issues and develop solutions

Experience

• 0-2 years of experience in the field or in a related area
• Demonstrated skills and abilities in collaborative efforts with experience in team/project oriented activities
• Demonstrated openness to new ideas and approaches
• Excellent planning and time management skills
• Strong understanding and appreciation of a diverse work environment
• Ability to relate well to people and work in cooperation with others to effectively coordinate activities in order to accomplish tasks
• Demonstrated ability to act independently upon information and make decisions that achieve optimal results

Complexity
Relies on instructions and pre-established guidelines to perform the functions of the job

Responsibility
Ensure compliance with Finance policies and procedures. Initiative and good judgment is required in carrying out all work assignments. Must have a high degree of confidentiality and integrity

Apply Now
Please send your resume in confidence to opportunities@marchnetworks.com quoting position #08-20