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Overview: IRC Building Sciences Group, A Rimkus Company, is hiring!

We are currently seeking an Administrative Assistant to join our team in Ottawa. This position is responsible for all reception duties and general administrative support.

In return for your talent and effort, IRC offers a dynamic organization with a competitive salary and benefits package, flexible work schedule and opportunities for advancement.

Responsibilities : Major Duties & Responsibilities

  • Answer all incoming calls and relay messages
  • Greet and direct all clients and visitors
  • Prepare outgoing mail and courier packages; receive and distribute all incoming mail and courier deliveries
  • Create, print and distribute Work Orders to all necessary parties
  • Enter Work Order data into accounting program
  • Prepare draft invoicing and provide to Project Managers for review
  • Maintain spreadsheets used for the tracking of: Work Orders, Proposals and Invoicing
  • Assist in the preparation of proposals, reports and tender packages
  • Prepare specification documents and CCDC documents; obtain necessary insurance certificates for submissions
  • Maintain Timecard input and disbursements as necessary
  • Assist in the typing of correspondence letters, proposals, observation reports and draft documents
  • Upload, print and scan drawings as required
  • Maintain production reports for weekly meetings
  • Order and maintain supplies for both office and kitchen
  • Maintain general filing, including any Iron Mountain paperwork and processing
  • Corresponding with office cleaners and tenant services
  • Other assigned general administration duties as necessary

Qualifications : Requirements & Qualifications

  • Post-secondary degree or diploma in an associated or related field
  • 1+ years' of experience in receptionist role
  • 3-5 years of experience in an office administrator role
  • Bilingual in both English and French would be an asset
  • Excellent written and oral communication skills
  • Experience within similar industry is an asset
  • Advanced proficiency in Microsoft Office applications (Excel, Word, Power Point, Outlook)
  • Excellent problem solving skills
  • Superior telephone manners and strong interpersonal skills
  • Ability to act with business integrity and possesses strong attention to detail

Job Type: Full-time

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