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Administrative Assistant

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude to join our team as a full-time Administrative Assistant for our Ottawa office.

Job Description

The Admin Assistant is a multifaceted administrative support position with responsibility for a range of administrative duties.  Reporting to the Branch Manager, the incumbent works as a member of the branch team with the primary responsibility of supporting administrative operations.

Acting as the first point of contact for all visitors, the incumbent is responsible to provide professional and courteous customer service that exceeds client expectations when greeting clients, answering telephones, responding to general information queries and transferring calls to the appropriate party.   Additional duties include, but are not limited to:

  • Ensuring Health & Safety protocols are being adhered to (under the direction and guidance of the Occupational Health & Safety Manager)
  • Processing and distributing internal and external mail and preparing and tracking courier deliveries
  • Assisting operations by creating work orders and purchase orders, contacting customers to complete/update their account information, creating new customer accounts in Service Fuzion and QuickBooks (QB)
  • Setting up and maintaining manual and computerized information filing systems, including archiving hardcopy files to storage as needed
  • Supporting Project Managers by creating work orders in Service Fuzion and QB
  • Entering timesheets and accounts payable invoices into QB
  • Collecting, matching and verifying packing slips to invoices and price quotes and entering them into QB
  • Supporting Warehouse in processing purchase orders
  • Sending out monthly statements to customers and assisting with invoicing, if required
  • Recording and preparing minutes of meetings
  • Arranging travel schedules and making reservations
  • Maintaining office supplies and inventory

The successful candidate must demonstrate …

  • Proven administrative experience working under pressure in a professional services environment
  • Professional appearance and friendly, personable, positive disposition
  • Strong time management and organizational skills with the ability to multi-task
  • Demonstrated exceptional discretion and confidentiality
  • Ability to create, format, edit documents
  • Superior verbal and written communication skills in English
  • Acute attention to detail and accuracy when completing tasks
  • High level of self-motivation and strong sense of initiative with the ability to take instructions, manage ongoing tasks and follow through on assignments
  • Ability to work on own initiative and take responsibility where necessary and to work as part of a team
  • Excellent interpersonal skills with a strong focus on customer service

Qualifications

  • 2 years of working experience in administration (A combination of education and experience will be considered)
  • Previous experience of switchboard operation is considered an asset
  • Advanced working knowledge of Microsoft Office Suite, with emphasis on Intermediate to Advanced knowledge of Excel with the ability to learn new software as required
  • Experience with QuickBooks or Service Fuzion considered an asset

What We Offer

  • Work in a challenging and rewarding work environment
  • Employer paid professional development
  • Competitive wages
  • Comprehensive benefits package for full time employment
  • Generous paid time off, holidays and sick days
  • Retirement plans with company matching of employee contributions
  • Opportunities for advancement

Application Process

If you are interested in this opportunity, please send your resume and cover letter to applications@com-net.ca quoting reference CN22-018.

NOTE: Only those candidates that meet the specified requirements will be considered for this position. Candidates that do not meet the requirements may be considered for similar opportunities.

ComNet values the diversity of our workforce and respects its employees as individuals, regardless of race, nationality, religion, sexual orientation, gender and age.

We appreciate all who apply; however, we will only be contacting candidates of interest.

ComNet Networks and Security Inc.,

Offices

Ottawa Headquarters

ComNet Networks and Security Inc.
2191 Thurston Dr.
Ottawa, Ontario K1G 6C9
Phone: +1 613 247-7778
Toll Free: +1 877 647-7778

Montréal

ComNet réseaux et sécurité inc.
6782, rue Jarry Est
Saint-Léonard, Québec H1P 1W3
Phone: +1 514 344-6020

Montréal

ComNet réseaux et sécurité inc.
4180, rue Seré
Saint-Laurent, Québec H4T 1A6
Phone: +1 819 370-6622

Kingston

ComNet Networks and Security Inc.
77 Grant Timmins Dr.
Kingston, Ontario K7M 8N3
Phone: +1 613 544-8841

GTA

ComNet Networks and Security Inc.
835 Westney Rd. S., Unit 12
Ajax, Ontario L1S 3M4
Phone: +1 905 943-0219

GTA

ComNet Networks and Security Inc.
5080 Timberlea Blvd., Unit 6
Mississauga, Ontario L4W 4M2
Phone: +1 905 943-0219

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