Job Administrative Assistant III in Ottawa

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/accounting experience in public practice or industry
• 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