Receptionist and Administrative Assistant - Jobs in Ottawa, ON

Job Description

Title: Receptionist and Administrative AssistantLocation: Ottawa, ONType of contract: Permanent, Full TimeThe Canadian Red Cross, part of the world’s largest humanitarian network, is hiring a Receptionist and Administrative Assistant.We help people and communities in Canada and around the world in times of need and support them in strengthening their resilience. We are committed to having an accessible, diverse, and inclusive work environment where people with all abilities, ethnicities, gender identities and expressions, nationalities, religions, and sexual orientations can reach their full potential. We encourage all qualified persons particularly Indigenous peoples, persons with disabilities, ethnic minorities, visible minorities, women, veterans, and others who share our values and contribute to fostering an inclusive and diverse workplace to apply.Do you have a passion for helping others and want to work with other dedicated individuals Find out if this role is for you now.As a Receptionist and Administrative Assistant you will work in collaboration with the Office Manager, Ottawa-Facilities Management, and will be the main receptionist and telephone operator for Ottawa Office as well as the Administrative Assistant to the Facilities Department. You will receive visitors and act as a security watch for the reception area, and will receive and dispatch courier parcels.As a Receptionist and Administrative Assistant, you will:Responsibility 1, 20% - Receive and direct incoming telephone calls for Ottawa Office.Operate the main switchboard, answer all telephone calls not forwarded by the automated answering system, and manage/forward voicemails as appropriateAccurately respond to general inquiries from staff, volunteers, individual consumers, donors or professionals.Responsibility 2, 10% - Greet visitors and notify appropriate staff of their arrival.Ensure that visitors follow Ottawa Office security procedures by signing in, and issue (and ensure return or cancellation of) temporary passes to visitors where authorizedResponsibility 3, 20% - Arrange for courier pickups and receive incoming courier shipments.Process all necessary information for outgoing courier packages and arrange for pickups, in addition to following up with courier inquiries concerning tracking or costingMaintain package delivery log and ensure the recording of staff signatures for delivered packagesResponsibility 4, 50% - Provides administrative support to the Facilities Department, including but not limited to:Maintain contact information lists and Reception ManualEnter Requisition/Purchase Orders, process invoices for payment and provide follow up information for invoice inquiriesSupervise, support and train reception lunchtime staff relief volunteers. Train & schedule reception volunteers.What we are looking for:Education and ExperienceThe minimum requirements for the position are the completion of a one-year college certificate in Office Administration, a minimum of one to three years related work experience, or an equivalent combination of education and experience.Fluency in English and French is mandatoryKnowledgeExperience in Microsoft Office softwareAbilities and SkillsService orientation and professionalismAbility to prioritize while maintaining accuracy and strict attention to detailAdherence to established processesThe ability to contribute to a respectful and supportive workplace.Working Conditions:The work is mostly performed while the incumbent is seated with limited freedom to move about the building.The majority of the work is performed in an environment which is mostly clean and comfortable.The Canadian Red Cross is an organization guided by our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity and universality. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you require accommodation measures during any phase of the hiring process, please notify us as soon as possible. All information received in relation to accommodation requests will be kept confidential.Quick Apply

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