Office Administrator

3 months ago

Ottawa, Canada Convergint Technologies Ltd Full time

Convergint is looking for a full-time, team-oriented, results-driven Office Administrator to join our amazing culture at our Ottawa location. The Office Administrator provides skilled administrative support, contributing to the overall effectiveness of the Management team and will relieve Managers of daily and longer-term administrative workload activities, through the handling of action items, and the performance of assigned tasks. You will greet and assist customers in face-to-face interactions or by telephone, serving as the first point of contact to providing exceptional customer experiences.

**Who You Are**

You have a passion for providing world-class service to customers, colleagues and communities. You are a person of integrity with a commitment to growth, accountability and delivering results. You want to join an organization with a positive culture that embraces inclusion and allows everyone to be the best version of themselves at work and home.

**Who We Are**

With 20-years of proven growth and exceptional performance, our mission is to be our customer’s best service provider. We realize the importance of diversity in achieving that goal. Our company was built upon a solid foundation of 10 Values and Beliefs which drive our unmatched culture, making us the #1 global, serviced-based systems integrator in the industry. We take great pride in protecting the lives and assets of our customers and their communities with the solutions we provide.

**What you’ll do with “Our Training and Your Experience”**
- Provides daily reception duties and administrative support to the Ottawa location along with the Management team and other departments as required. This includes, but is not limited to photocopying, filing, typing assignments, entering time sheets, and/or entering purchase orders.
- Greets all visitors to Convergint in a professional and courteous manner. Issues visitor access passes, and ensures that all customer experiences on Convergint’s premises are positive.
- Provides administrative support to the sales team, including proposals, RFP’s, typing, scanning, photo copying, and other tasks as required.
- Reviews bidding sites daily and administrates tenders (Merx, Biddingo, RFP and Government Tender websites)
- Assists with the organization and execution of customer, vendor and team building events. Provides support and leadership in organizing and coordinating Convergint’s social programs including, but not limited to Convergint Day and support of local Company charities.
- Organizes learning and social events for the CTC.
- Manages all aspects of the office complex including stocking and ordering various supplies and uniforms. This includes ordering, distribution, and maintaining quarterly inventory of uniforms and PPE Kits
- Distributes all incoming mail and faxes in a timely fashion. Processes all outgoing mail daily.
- Provides back up during peak times in handling “service” calls, including service dispatching, tracking and scheduling of calls and call status.
- Responsible for the accurate and timely data entry of the vendor and subcontractor invoices including the matching of invoices to PO’s. Maintains digital and physical files i.e. scanning/filing of accounts receivable, accounts payable and other documents.
- Assists with collection of past due Accounts Receivable invoices on a daily basis.
- Keep up to date and informed on all company policies.
- Present a professional image of Convergint at all times in appearance and behavior.
- Act as “our customer’s best service provider” at all times thereby ensuring Convergint is the customer’s first choice for service.

**What You’ll Need**
- Excellent customer service skills and telephone mannerisms.
- Excellent time management skills
- Strong computer skills including MS Office, Sharepoint, and ERP Systems
- Strong keyboarding skills with high accuracy
- Strong organizational skills with a high regard for attention to detail
- Bi-lingual English and French
- Strong oral and written communication skills
- Strong ability to adapt to changes related to work processes, department structure, environment and technology
- Strong ability to demonstrate independence, resourcefulness and tenacity
- Strong ability to multi-task and make decisions utilizing priority management, interpersonal and organization skills

**Requirements**:

- Certificate or diploma in business administration or finance an asset.
- Minimum of 2-4 years of experience in service and administration.
- ** Government of Canada personnel Secret security clearance an asset; must be eligible for clearance upon hire**

**Company Benefits and Perks**

Convergint fosters a supportive, accessible, and inclusive environment in which individuals of different backgrounds and identities are able to realize their maximum potential within the company. We offer a variety of programs and exceptional benefits to all of our colleagues:

- Company Holidays and Paid Time

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