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Receptionist / Administrative Assistant

Location: Ottawa
Job Code: ADM-01-12
# of openings: 1


Nova Networks is growing and we are actively recruiting for a Receptionist/Administrative Assistant to join our team. 

A little bit about us: Nova Networks is one of Canada's largest providers of IT products and professional services.  We have offices in Calgary, Toronto and Montreal, with our Head Office located in Ottawa.  Nova recognizes that our success is highly dependent on our ability to satisfy our clients and strengthen the bond in our relationships, and we’re looking for a Service Technician that shares this understanding. 

A little bit about the job:  This is one of the most important positions in the company!  On many occasions you will be the first point of contact (either in person or on the phone).  In essence, you will often be the first face and voice of Nova Networks.  This position reports to the Director of Operations and will also provide administrative support for various individuals and departments within the organization ensuring consistency and accuracy and quality of service.  Your responsibilities will include, but are not limited to: 

  • Effectively and professionally greet and communicate to internal and external clients in person, on the phone and email

  • Handle client inquires and refer them to the appropriate individual/department

  • Provide accurate and timely order entry using AccPac

  • Receiving purchase orders and maintaining office supplies

  • Assisting Human Resources with job postings

  • Maintain boardroom bookings for meetings and ensure rooms are tidy before and after meetings

  • Schedule various lunch and learn events as requested

  • Compare courier statements to slips and communicate with appropriate department any variances

  • Review credit card statements and ensure proper allocation of charges

  • Maintain employee parking permit log

  • Manage faxes – distributing incoming faxes to the appropriate individual/department

  • Ensures knowledge of staff movements coming in and out of the organization

  • Ensure proper filing of various documents including packing slips, invoices and other documents

  • Print/photocopy and collate documents for distribution, mailing and filing

  • Update Administration Portal to ensure accuracy of information

  • Other duties as required

A little bit about what we’re looking for in you:

  • Ideally, experience working as a Receptionist in a professional services environment

  • Bilingual – French/English is required

  • Experience using AccPac and comfortable using Microsoft Office applications

  • Demonstrated ability to prioritize work

  • Demonstrate ability to work independently to complete required tasks

  • Demonstrated ability to work with various levels of an organization

  • Not just a good communicator, but an effective communicator who understands the importance of honesty, respect and discretion

Some other requirements that are nice to have (but not a deal-breaker):

  • Experience working with SharePoint

  • Experience working with CRM or other work tracking program

A little bit about what we have to offer: Nova Networks offers a comprehensive healthcare plan, which includes medical, dental, vision, LTD and life insurance.  Because of our breadth of services, you’ll enjoy an opportunity to work for an organization that is able to offer clients truly full service IT solutions.  We’re a big company with a family atmosphere and we respect and understand the importance of work/life balance.  We highly value academic and certification credentials and we will be very supportive of your professional and career development pursuits.  At Nova Networks you’ll have an opportunity to showcase your talent, take on challenging projects and work with a great group of people!       

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