Bilingual Receptionist / Administrative Assistant

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Bilingual Receptionist / Administrative Assistant

Location: Ottawa
Job Code: AD-002
Number of Openings: 1

Position Description:

As a corporate representative of Nova Networks Inc., your professionalism in greeting our clients and effectively responding to their queries will be a demonstration of Nova’s commitment to meeting their IT-based requirements.  Your responsibilities will include:

  • Answering telephone, screen and direct calls, take and relay messages
  • Greeting clients and the general public as they arrive at Nova’s Ottawa facility and advise their Nova contact of their arrival; and as appropriate offer and provide them refreshments
  • Managing corporate meeting rooms/boardroom Outlook calendars
  • Readying, as directed, meeting rooms/boardroom for corporate and technical meetings, arrange for refreshment/catering for meeting attendees and general cleanup once the meeting has concluded
  • Maintaining the tidiness of the reception area and the meeting rooms/boardroom
  • Ordering and managing refreshment (coffee/tea, water/ juice bottles, vending machine snacks)
  • Receiving hand delivered packages and envelopes and delivering them to the Nova addressee
  • Preparing outgoing mail and on a daily basis dropping said mail in the local mailbox
  • Preparing courier packages and delivering them to the Nova’s shipping department
  • Discreetly monitor who is arriving and departing through the main doors of the facility and report suspicious activity to the Operations Manager
  • Providing general clerical and administrative support to Nova staff when requested to do so

Candidate Requirements:

  • Fluently bilingual (French and English)
  • Minimum of 2+ years experience providing general and administrative support
  • High school diploma or High school equivalency certificate
  • Detailed working knowledge of telephone, fax, printer and computer systems
  • Detailed working knowledge of Microsoft Office 2016 suite of applications
  • General understanding of Sage 300
  • Experience working in a dynamic and fluid business environment, handling multiple tasks and competing priorities in an efficient manner
  • Have a professional, welcoming, yet discreet personality
  • Be willing to take the initiative to propose processes and procedures to enhance Nova’s administrative and support services

Nice to Haves:

  • General knowledge of information technology (IT) products and services
  • Diploma or certification in the field of clerical and administrative services
  • Have or must be able to obtain Reliability status security clearance

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