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Bilingual Receptionist and Administrative Specialist

2 hours ago

Ottawa, Ontario, Canada Securitas Full time
Description

JOB SUMMARY

We are seeking a highly organized and professional Receptionist and Administrative Specialist to serve as the first point of contact for visitors and provide essential office support. Reporting to the Senior District Manager, this role plays a key part in ensuring smooth day-to-day operations by managing reception duties, handling mail and packages, maintaining office supplies, and supporting various administrative tasks.

RESPONSIBILITIES

  • Greet and assist visitors in a professional and friendly manner. 

  • Answer and direct incoming phone calls promptly and accurately. 

  • Manage incoming and outgoing mail and courier packages, including preparation and tracking. 

  • Maintain an organized reception area to ensure a welcoming environment. 

  • Schedule and coordinate meetings, including booking boardrooms and arranging refreshments if needed. 

  • Order and maintain office supplies inventory, ensuring timely replenishment. 

  • Maintain accurate records for uniform supply and distribution. 

  • Assist with data entry and updating company databases as required. 

  • Prepare and format documents, reports, and correspondence for internal and external use. 

  • Support onboarding of new employees 

  • Handle basic invoicing and expense tracking for office-related purchases. 

  • Coordinate facility maintenance requests and liaise with vendors when necessary. 

  • Monitor and maintain office equipment, arranging repairs or service as needed. 

  • Provide general administrative support to management and other departments as required.

  • Other duties as assigned.

QUALIFICATIONS

  • College diploma is preferred.

  • Ability to communicate effectively in French and English, both written and verbal.

  • 1-2 years of experience for entry-level positions.

  • Familiar and comfortable using the Microsoft Office Suite, such as Microsoft Outlook, Microsoft Teams, Microsoft Forms and Microsoft Excel.

  • Experience using SharePoint is an asset.

  • Ability to handle multiple tasks and duties simultaneously.

  • Independently motivated, with the ability to take on tasks and duties without immediate direction.

  • Strong communication skills.

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