This position has been filled

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude to join our team as a full-time Administrative Assistant for our Ottawa office.

Job Description

The Admin Assistant is a multifaceted administrative support position with responsibility for a range of administrative duties. Reporting to the Branch Manager, the incumbent works as a member of the branch team with the primary responsibility of supporting administrative operations.

Acting as the first point of contact for all visitors, the incumbent is responsible to provide professional and courteous customer service that exceeds client expectations when greeting clients, answering telephones, responding to general information queries and transferring calls to the appropriate party. Additional duties include, but are not limited to:

Ensuring Health & Safety protocols are being adhered to (under the direction and guidance of the Occupational Health & Safety Manager)
Processing and distributing internal and external mail and preparing and tracking courier deliveries
Assisting operations by creating work orders and purchase orders, contacting customers to complete/update their account information, creating new customer accounts in Service Fuzion and QuickBooks (QB)
Setting up and maintaining manual and computerized information filing systems, including archiving hardcopy files to storage as needed
Supporting Project Managers by creating work orders in Service Fuzion and QB
Entering timesheets and accounts payable invoices into QB
Collecting, matching and verifying packing slips to invoices and price quotes and entering them into QB
Supporting Warehouse in processing purchase orders
Sending out monthly statements to customers and assisting with invoicing, if required
Recording and preparing minutes of meetings
Arranging travel schedules and making reservations
Maintaining office supplies and inventory

The successful candidate must demonstrate…

Proven administrative experience working under pressure in a professional services environment
Professional appearance and friendly, personable, positive disposition
Strong time management and organizational skills with the ability to multi-task
Demonstrated exceptional discretion and confidentiality
Ability to create, format, edit documents
Superior verbal and written communication skills in English
Acute attention to detail and accuracy when completing tasks
High level of self-motivation and strong sense of initiative with the ability to take instructions, manage ongoing tasks and follow through on assignments
Ability to work on own initiative and take responsibility where necessary and to work as part of a team
Excellent interpersonal skills with a strong focus on customer service


2 years of working experience in administration (A combination of education and experience will be considered)
Previous experience of switchboard operation is considered an asset
Advanced working knowledge of Microsoft Office Suite, with emphasis on Intermediate to Advanced knowledge of Excel with the ability to learn new software as required
Experience with QuickBooks or Service Fuzion considered an asset

What We Offer

Work in a challenging and rewarding work environment
Employer paid professional development
Competitive wages
Comprehensive benefits package for full time employment
Generous paid time off, holidays and sick days
Retirement plans with company matching of employee contributions
Opportunities for advancement

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