Office Administrator/receptionist

1 week ago

Nepean, 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._

Reporting to the Financial Controller, the Office Administrator provides professional and timely reception support for the AOV Nepean office and acts as a first point of contact for clients and business contacts. This role provides general administrative support for all levels of the organization.

**Responsibilities**
- Manage in-coming and out-going communications (mail, phone calls, courier, visitors/clients, store and distribute supplies)
- Manage bookings for Boardroom
- Assist with travel/accommodation bookings as requested
- Act as the main point of contact for building issues for Colonnade or private contactor
- Take monthly inventory of office supplies (including printers, janitorial, coffee supplies etc.) and materials, order and distribute
- Manage the forms folder; creating and maintaining approved templates
- Maintain insurance renewals and updates in coordination with the accounting department for all offices
- Maintain contract and supply management as required in coordination with the accounting department with vendors
- Ownership renewals for all fleet (Service Ontario)
- Maintain requirements within “client portals” in collaboration with Accounting and HR Departments
- Request and obtain job specific Insurance Certificates to cover the requested liability in the job contracts and Form 1000s
- 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
- Collect/record weekly Van/Truck inspection reports for fleet and give to Project Supervisor
- Print project details for Project Managers as requested
- Make copies of plans and prepare packages to be sent to clients and relevant residential stakeholders
- Breakdown files as requested

**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
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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