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Bilingual Office Administrator/receptionist

1 month ago

Embrun, Canada Annis O'Sullivan Vollebekk Ltd. Full time

_Annis, O’Sullivan, Vollebekk Ltd. (AOV) is a privately-owned, independent, multi-disciplined Professional Land Surveying firm based in the Ottawa area._
- At AOV we support over 150 people across nine offices in Eastern Ontario. Our employees come to work every day doing something that they know really matters - they help ensure that development sites have the information needed for design and approval processes, and that commercial, industrial, and residential projects are built in compliance with the many requirements involved with new construction._

Our team requires a bilingual Office Administrator to provide professional and timely reception support for the AOV Embrun office. This role first point of contact for our clients and business contacts and provides general administrative support for all levels of the office.

**Key Accountabilities**

**Reception**
- Manage in-coming communications (mail, phone calls, courier, visitors/clients)
- Assist with day-to-day operations of the office
- Point of contact for printers/plotter issues and maintenance services
- Update/manage phone lines for Minitel programming
- Take monthly inventory of office supplies and materials, order and distribute
- Prepare and deliver client documents (plot/name/fold/seal plans along with enclosures)
- Assist with development of documents and templates
- Assist with formatting, proof reading and distributing documents
- Filing, plotting and scanning of various documents, plans and projects
- Draft invoices, quotes, and letters while creating standardized templates
- Manage and keep current alarm codes for personnel

**Business Support**
- Process cheques and credit card payment deposits supplying clients with receipts for AOV Embrun
- Track and review all deposits that come in and go out of the office while maintaining accurate spreadsheets
- Conduct aging A/R for all clients and prepare lists for collections
- Send cheques to the Nepean office to be processed and recorded
- Co-contact for building maintenance issues. Escalate to building management as required
- Support project managers in submission of quotes and client packages
- Obtain and manage certificates of insurance for jobs
- Create Form 1000’s for jobs when requested
- Enter all new work orders and clients into AOV’s accounting/project management software, verifying accuracy and completeness
- Update and maintain records of timesheets recording to jobs and following up with missing information
- Filing plans

**Research**
- Archive survey Reference plans according to established procedures
- Maintain accurate hard copy and server-based filing systems. Manage new files and ensure timely addition of information.
- Scan surveys and all supporting documentation into the server and save according to naming conventions
- Break down old files as required
- Make copies of plans and prepare packages to be sent to clients and relevant builder/construction stakeholders
- Create and open new job folders
- Manage AOV’s iLookabout account (Embrun)

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work Location: In person