PURPOSE

The Reception Administrative Assistant is accountable to the Manager, Operations, for effectively maintaining the Reception function at the Ottawa Region’s main office, in a manner that assists the organization as a first-class real estate advisory service provider. They will also be responsible for assisting with the day-to-day management of the office, along with other administrative and function-specific support activities that are carried out in a timely and consistent manner to enable all departments to achieve their business goals and objectives in providing uninterrupted building services to all stakeholders.

DUTIES AND RESPONSIBILITIES

Receives and effectively re-directs incoming telephone calls at the main office in a professional polite manner to ensure a high standard of customer service and customer satisfaction at all times; manages receipt/distribution of faxes for office.

Manages all incoming/outgoing mail and courier services to ensure timely and efficient delivery for internal and external customer groups.

Schedules bookings for boardroom meeting facilities and the main office freight elevator; assists with the preparation of meeting facilities prior incl. required equipment, food and beverage service etc.; greets all visitors to the office and is responsible for tracking contractor key access for main office property only.

Responsible for inputting tenant service requests/building work orders into the Angus/Service Link system; manages weekly changes and data input of the building field staff On-Call information using the Angus system.

Orders office supplies for the main office/field staff on a bi-weekly basis; responsible for payment and reconciliation of this account.

Responsible for managing various databases for property related and various office administration information.

Responsible for managing the maintenance/supplies for several office copiers; makes maintenance calls and orders cartridge replacements; also responsible for other various office related purchases and for managing credit card expenses as required.

Any other job-related duties and/or projects that may be assigned.

Minimum Requirements

Skills, Knowledge, Experience and Education

• Strong knowledge of MS Office applications.
• Previous experience with Reception, busy work environment and VoIP phone system.
• Working knowledge of Yardi is an asset.
• Experience with and knowledge of property management industry an asset.
• High School or College diploma in Office Administration or equivalent experience.

Core Competencies

• Excellent communication skills, both written and verbal.
• Good organizational and time management skills.
• Ability to multi-task and prioritize under pressure.
• Professional manners and appearance.
• Solid judgement and decision-making ability.