Receptionist & Office Assistant
Location: Ottawa, Ontario
Employment Type: Full-time, Permanent
Salary Range: $48,000 – $53,000 annually (commensurate with experience)
Benefits: Comprehensive benefits package and paid vacation

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Position Overview

We are currently seeking a professional and organized Receptionist & Office Assistant to join a well-established and respected professional services firm in Ottawa.

This role serves as the first point of contact for visitors and callers, ensuring a welcoming and efficient front office environment. The successful candidate will be responsible for managing reception operations while also providing administrative support to the Office Manager on non-sensitive tasks.

The ideal candidate will have at least one year of relevant experience, strong multitasking abilities, and a high level of discretion when handling confidential information.

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Key Responsibilities

• Greet and welcome visitors in a professional manner and notify appropriate staff of their arrival
• Manage the switchboard, answering and directing calls promptly and accurately, exercising discretion as needed
• Maintain a clean, organized, and professional reception and front office area
• Ensure meeting rooms are prepared and presentable for use
• Log and track clients and guests in a database or spreadsheet
• Sort, distribute, and manage incoming mail
• Receive, track, and distribute courier packages, including coordinating outgoing shipments and time-sensitive deliveries
• Handle incoming electronic faxes and distribute appropriately
• Schedule meetings and coordinate catering when required
• Order and maintain office supplies to ensure adequate stock levels
• Provide administrative support to the Office Manager, including coordination, follow-ups, and general administrative tasks (non-sensitive matters only)
• Assist in tracking and following up on routine administrative items
• Act as primary backup to Records when required
• Support additional administrative tasks and special projects as needed

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Qualifications & Skills

• Minimum of one (1) year of relevant experience in a receptionist or administrative role
• Strong attention to detail with the ability to multitask in a fast-paced environment
• Excellent interpersonal and communication skills
• Strong organizational and time management abilities
• Proficiency in Microsoft Word, Outlook, and Excel
• Professional, positive, and client-service-oriented attitude
• Ability to maintain confidentiality and exercise discretion at all times
• Bilingualism is considered an asset

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Additional Information

• This is an in-office role located in Ottawa
• Only candidates selected for an interview will be contacted
• Accommodation is available upon request throughout the recruitment process in accordance with applicable accessibility standards