Office Support Specialist

2 months ago

Ottawa, Ontario, Canada CB Canada Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at CB Canada. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our business.

Key Responsibilities
  • Provide administrative support to the team, including preparing and submitting travel requests, quarterly and yearly returns on finance, and Priority Information Requirements (PIRs) for procurement.
  • Track training requirements and advise on issues related to administration.
  • Liaise with the Deputy Project Lead for any administrative, finance, contract, or travel issues.
  • Draft PIRs, travel requests, and quarterly finance review documents.
  • Review quarterly review documentations and contract durations for PIRs.
  • Assist in the process of travel, finance, and credit card reconciliation.
  • Provide staff with support and advice on credit card reconciliation, training requirements, travel requests, etc.
  • Manage, update, and maintain corporate registries and lists, including Temporary Duty Travel Register, Distribution Lists, Nominal Rolls, and Training Completion Registers.
  • Manage the accommodations/infrastructure database, including updating floor plans, updating corporate accommodations database, processing, and tracking move requests.
  • Process and track requests for office supplies through EITSM.
Requirements
  • Experience required using MS Office (Word, Excel, Access, PowerPoint, and Outlook).
  • Must have a Secondary School Diploma (Minimum).
  • Experience providing administrative assistance, such as building pass preparation, filing, and project documentation control.
  • Experience processing travel, including car rentals, accommodations, and flight bookings.
  • Experience tracking project expenses, such as travel claims, travel budgets, and verification of invoices.
  • Experience performing accounting functions, such as time tracking, timesheet verification, report generation, and database updating.
  • Considered a very strong asset to have experience as an Administrative Support for Defence organizations.
  • Experience in the preparation of concept documents, system specifications, and tech proposals in the field of Info Technology/Info Management or Engineering.
  • Experience preparing presentations, liaising with stakeholders about administration, and experience providing advice and guidance on administration issues to support the decision-making of senior management.
Additional Requirements
  • Will be required to hold a valid Enhanced Reliability security clearance (with PSPC) to start and a Controlled Goods Certificate. We can initiate both, but an ideal candidate will hold a valid government clearance.
  • Must also be eligible to apply for a Secret level security clearance.

CB Canada is committed to putting diversity into action to build a stronger, more representative team and help our customers and communities thrive. We are a proudly Canadian company, striving to further diversity, equity, and inclusion in the workplace and provide every individual with the opportunities and resources to help them reach their full potential.

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