Administrative Assistant/receptionist

7 days ago

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

Annis O’Sullivan Vollebekk (AOV) is a privately-owned, independent, multi-disciplined Professional Land Surveying firm based in the Ottawa area, offering clientele a wide range of services in topographic, hydrographic, cadastral, geodetic and engineering surveys. In addition to providing for a full range of land development consulting services, including severances, subdivision design & layouts, and condominiums projects, AOV also plays a key role in creating strata-ownership and easement limits for multi-use developments and the local LRT initiative.

Our employees come to work everyday doing something that they know really matters - they help ensure homes, condos and other new or existing construction are laid out in compliance with designs and drawings and municipal requirements. We also help our clients to understand where their property boundaries are which can lead to keeping the peace between neighbours

**Primary Purpose**

Provides professional and timely Reception support for the AOV Nepean office. Acts a first point of contact for clients and business contacts. Provides general administrative support for all levels of the organization.

**Key Accountabilities**
- Manage in-coming communications (mail, phone calls, courier, visitors/clients, store and distribute supplies)
- Assist with day-to-day operations of the office
- Take monthly inventory of office supplies (including printers, janitorial, coffee supplies etc.) and materials, order and distribute / troubleshoot with supplies
- Assist with formatting, proof reading and distributing documents
- Prepare plan deposits for Land Registry Office: transmittal, cheque, package, courier, charge fees to job in Vision
- Manage bookings for Boardroom
- Assist with travel/accommodation bookings as requested
- Act as the backup for entering work orders and taking online payment with credit cards
- Act as the main point of contact for building issues for Colonnade or private contactor
- ASCO, Government Clearance Officer
- Point of contact for printers/plotter issues and maintenance services
- Update/manage phone lines for Minitel programming
- Collect/record weekly Van/Truck inspection reports for fleet and give to Project Supervisor
- Prepare Gas reports/distribute/collect/record fuel usage for all fleet
- Record vehicle maintenance software all costs incurred by each unit
- Ownership renewals for all fleet (Service Ontario)
- Assist/organize AOV- team building events (festivals/concerts/dinners: off-site and send home/dragon boat races/etc.)
- Print project details for Project Managers as requested
- Make copies of plans and prepare packages to be sent to clients and relevant residential stakeholders
- Participate in weekly strategy meetings with other administration and Human Resource staff
- All employees of AOV are expected to follow health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required_

**Required Qualifications**

**Education**

Office administration diploma or equivalent

**Experience**
- 2+ years in a similar role
- Experience

**Knowledge/Skills/Abilities**
- Ability to communicate in a professional and pleasant manner with external parties
- Strong attention to detail
- Some Land Surveying knowledge preferred

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

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Tuition reimbursement

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Nepean, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location

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