Reception/admin Assistant

7 days ago

Ottawa, Canada Versaterm Full time

**THE COMPANY**

Versaterm is an Ottawa-based vertical software company that has been in business for over 40 years. We provide industry-leading products in mission-critical areas for Police, Fire and EMS agencies across North America and the Caribbean.

As a result of significant growth, we are looking for top notch professionals to join us during this exciting time. Our clients relay on us to provide exceptional 24/7 support, and we depend on a team of top-notch professionals who are dedicated to client service excellence.

**THE ROLE**

Reporting to the VP of People and Culture, the reception/administrative assistant position is pivotal in sustaining business operations through a number of support activities. This roles serves as both corporate gatekeepers and brand ambassadors as they are typically the first person that a client, out of town colleague or other guest meets when they contact or arrive at Versaterm head office. Administrative Assistants work with and provide support to multiple internal and external stakeholders. A key requirement is to prioritize and complete tasks in a timely and professional manner, promptly greet and direct visitors and respond to phone and co-worker inquiries.

**RESPONSIBILITIES**
- Answer, scrutinize and direct phone calls in a polite and friendly manner
- Maintain the reception to create a hospitable first impression
- Promptly, professionally and pleasantly greet, welcome and direct visiting stakeholders
- Maintain office security by following and controlling access to the office
- Remain up to date with changes to the organization chart and lines of business in order to provide informed responses to inquiries; remain abreast of new hires and exiting employees
- Regularly review and update employee directories and check status updates so inquiries can be accurately responded to
- Maintain office supply inventories, order supplies as needed and keep supply rooms organized and clean
- Maintain kitchen supply inventories and perform daily restock
- Manage standard office equipment such as copiers, scanners and printers; arrange for maintenance and service as required
- Update calendars and schedule meetings as requested
- Prepare accurate documents and reports within required timelines
- Complete general clerical duties such as photocopying, mailing, computer searches etc.
- Receive, sort and distribute daily mail
- Coordinate shipping and receiving with courier companies
- Assist with filing, record keeping, and documentation
- Assist with planning of company events and communication of such events
- Schedule appointments, meeting rooms and company engagements
- Provide support for the set-up of meetings and meeting rooms
- Maintain lunchroom and meeting rooms to company standards
- Arrange travel arrangements and accommodations as requested
- Assist departments with information research, collection and data entry

**THE ROLE REQUIREMENTS**
- 2-3+ years relevant work experience
- High level of experience using Microsoft Office Suite
- Able to efficiently complete internet searches
- Exceptional written and oral English language skills
- Knowledge of French an asset
- Able to utilize standard office equipment
- Well-organized, self-directed team player; open to others’ ideas and exhibits willingness to try new things, has a resourceful mindset, and strong problem-solving aptitude
- Ability to receive an Enhanced Reliability Clearance from the Canadian Government

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