Bayview Experience Associate

3 weeks ago

Ottawa, Canada Invest Ottawa Full time

Help realize Ottawa’s full potential as a globally recognized, innovative, inclusive, and future-ready city

At Invest Ottawa, we collaborate with some of the most dynamic and diverse innovators, entrepreneurs, and companies in Canada’s Capital.  Join us to help create an amazing experience for these trailblazers and the community we serve at Bayview Yards, Ottawa’s innovation hub managed by Invest Ottawa.

Spanning 55,000 square feet on the cusp of Westboro, Bayview Yards is a dynamic, energized and inclusive hub that serves as basecamp for some of our greatest homegrown technology talent, capabilities, and companies. It is the ultimate one-stop business acceleration shop and ‘mash-up’ of technical, business, and market services, resources, and expertise – all under one roof.  This includes a digital media and prototyping lab, startup accelerator, fully equipped hybrid conference space, a community garden, and our iconic red staircase leading to an outdoor terrace overlooking the Ottawa River – just to name a few features.

An epicentre for entrepreneurship and innovation programs and services, Bayview Yards brings together and serves:

  • Innovators, entrepreneurs, and companies from diverse walks of life, sectors, and stages of development that require access to technical, business, and investment programs, capabilities, services and support to launch, grow and thrive
  • Partners, investors and other collaborators from the private, public, post-secondary, investment and non-profit sectors dedicated to innovation, business, and economic development that strive to increase their impact on entrepreneurs, firms, and our local economy; and 
  • Community members who want to learn, engage and benefit from Ottawa's innovation capabilities and ecosystem, and participate in events, workshops, and other activities.

We are dedicated to helping all stakeholders achieve their innovation, R&D, and business goals in a highly productive, efficient, and impactful way. Join our team to help create an amazing experience for everyone we welcome and serve at Bayview Yards

WHY THIS ROLE:

Reporting to the Senior Manager, Placemaking and Bayview Experience, the Bayview Experience Associate is responsible for front-office activities at Bayview Yards, including reception, mail, responding, tracking, and reporting on administrative services requests. The incumbent provides high-quality, timely, efficient, and effective services, including entering and reporting data, and providing other administrative support services.

WHAT YOU WILL BE DOING:

  • Administrate office and coffee supplies and manage all supply orders for building, admin, events, and IT (Amazon, Wayfair etc.)
  • Answer incoming telephone calls, respond and direct inquiries
  • Greet visitors, answer questions, direct to destination or visitor kiosks
  • Maintain accurate records for tracking, reporting, and service documents
  • Maintain the presentation and decorum of the reception and lobby area
  • Manage and respond to office services requests and inquiries
  • Manage the information and reception email inboxes
  • On/off boarding of building tenants and staff (e.g. access cards, Robin, mailbox, etc.)
  • Order signage as required
  • Oversee front desk security platforms including visitor access, licensee and temporary security passes, security cameras, and secure doors
  • Process daily incoming and outgoing mail for building tenants
  • Provide vacation coverage for Events Coordinator for events coordination
  • Administrative management of meeting room booking software
  • Conduct Research for team projects
  • Review upcoming events, confirm accuracy, and post daily events on Welcome Board
  • Support Director, Bayview Growth and Success as required for invoices and expenses
  • Verify, schedule, and sign for deliveries as required
  • Other duties as assigned

WHAT YOU HAVE ACCOMPLISHED/ GAINED THROUGHOUT YOUR CAREER:

  • Minimum high school diploma with two years relevant experience, or the equivalent 
  • Use applicable computer software and operating systems
  • Excellent written and verbal communication skills
  • Administrative best practices 
  • Manage multiple deadlines and priorities
  • Demonstrate attention to detail, problem-solving skills, and excellent interpersonal skills
  • Bilingual is an asset
  • Typical office environment with some physical activity. Must be able to lift 30 lbs
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