Office Administrator
- Ottawa, ON, Canada
Full-time
Applications open in a new tab.
Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
The Office Administrator is responsible for ensuring the smooth and efficient day to day operations of the office. In this role, you will ensure the seamless flow of inter-office documentation and serve as a primary point of contact for team members and customers. You will be responsible for managing sales inquiries, resolving service issues, organizing documentation for service orders, and routing complex requests to the appropriate departments, all while maintaining professional relationships with vendors and clients.
Key Responsibilities
The Office Administrator is responsible for ensuring the smooth and efficient day to day operations of the office. In this role, you will ensure the seamless flow of inter-office documentation and serve as a primary point of contact for team members and customers. You will be responsible for managing sales inquiries, resolving service issues, organizing documentation for service orders, and routing complex requests to the appropriate departments, all while maintaining professional relationships with vendors and clients.
Key Responsibilities
Job ID:
R40510
Job Profile:
Office Administrator
Job Country:
Canada
Key Responsibilities
- Welcoming and directing visitors.
- Answer and direct incoming calls, emails, and customer inquiries to the appropriate department.
- Based on incoming calls or at the direction of Operations Management, create service requests and work orders for operations teams to execute.
- Collect field documentation, third-party invoices and other relevant information to organize and upload into the company’s operations management system.
- Receive, sort, and distribute incoming mail, packages, and courier deliveries to appropriate departments and personnel.
- Prepare and send outgoing mail and packages from various departments.
- Collecting office checks, emailing copies to the collections department, and mailing original checks to cash applications.
- Access to a shared mailbox to assist in distributing and retrieving invoices to the proper facilities and departments.
- Process Purchase Order (PO) requisitions and invoices for the branch as needed
- Maintaining office supplies inventory and place orders when necessary
- Prepare reports, presentations, and documents as required.
- Execute time-sensitive administrative tasks under pressure while maintaining high service standards.
- Bilingual preferred (French and English).
- Excellent oral and written English / French skills, paired with strong interpersonal abilities to foster positive relationships with vendors and clients.
- Exceptional computer competence with a working knowledge of Google Workspace (and a willingness to train on industry-specific systems).
- A desire to learn the nuances of our business and the adaptability to handle evolving priorities with ease.
The Office Administrator is responsible for ensuring the smooth and efficient day to day operations of the office. In this role, you will ensure the seamless flow of inter-office documentation and serve as a primary point of contact for team members and customers. You will be responsible for managing sales inquiries, resolving service issues, organizing documentation for service orders, and routing complex requests to the appropriate departments, all while maintaining professional relationships with vendors and clients.
Key Responsibilities
- Welcoming and directing visitors.
- Answer and direct incoming calls, emails, and customer inquiries to the appropriate department.
- Based on incoming calls or at the direction of Operations Management, create service requests and work orders for operations teams to execute.
- Collect field documentation, third-party invoices and other relevant information to organize and upload into the company’s operations management system.
- Receive, sort, and distribute incoming mail, packages, and courier deliveries to appropriate departments and personnel.
- Prepare and send outgoing mail and packages from various departments.
- Collecting office checks, emailing copies to the collections department, and mailing original checks to cash applications.
- Access to a shared mailbox to assist in distributing and retrieving invoices to the proper facilities and departments.
- Process Purchase Order (PO) requisitions and invoices for the branch as needed
- Maintaining office supplies inventory and place orders when necessary
- Prepare reports, presentations, and documents as required.
- Execute time-sensitive administrative tasks under pressure while maintaining high service standards.
- Bilingual preferred (French and English).
- Excellent oral and written English / French skills, paired with strong interpersonal abilities to foster positive relationships with vendors and clients.
- Exceptional computer competence with a working knowledge of Google Workspace (and a willingness to train on industry-specific systems).
- A desire to learn the nuances of our business and the adaptability to handle evolving priorities with ease.
Job ID:
R40510
Job Profile:
Office Administrator
Job Country:
Canada
More about this job
Responsibilities
Manage daily office operations, including greeting visitors, directing inquiries, handling mail, and maintaining office supplies. Create service requests and work orders, organize and upload operational documentation, process checks, invoices, and purchase order requisitions, and prepare reports and other documents.
Requirements
The posting prefers bilingual French and English candidates with strong written and oral communication and interpersonal skills. Candidates should be proficient with computers and Google Workspace, willing to learn industry-specific systems, and adaptable to changing priorities.
Skills
- Customer Service
- Written Communication
- Verbal Communication
- Interpersonal Skills
- Google Workspace
- Document Management
- Invoice Processing
- Purchase Order Processing
- Work Order Creation
- Mail Distribution
- Inventory Management
- Report Preparation
- Time Management
- Adaptability
- Bilingual Communication
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Customer Service & Support
- Finance & Accounting
- Construction
Keywords
- Office Administration
- Customer Inquiries
- Service Requests
- Work Orders
- Operations Management
- Field Documentation
- Third-Party Invoices
- Document Management
- Operations Management System
- Mail and Package Distribution
- Check Processing
- Collections
- Cash Applications
- Shared Mailbox
- Invoice Processing
- Purchase Order Requisitions
- Office Supplies
- Google Workspace
- Reports
- Presentations
- Vendor Relations
- Client Relations
- French
- English