Full Time Medical Office Administration jobs in Ottawa, ON

Overview

VFS Global, the world’s largest outsourcing and technology services specialist for governments and diplomatic missions worldwide, is currently hiring Deputy Manager in our Visa Application Center in Ottawa. The person will specialize in supporting the end to end admin of the Visa Application whilst ensuring quality and ensuring compliance to these specialized processes.
This position would require the candidate to travel.

Responsibilities

Job Description

• Manage day-to-day administration and ensure cost control for regular expenses.
• Maintain furniture, fixtures, and other office equipment.
• Represent the admin team in audits.
• Maintain all communication equipment including Video Conferencing, telephones, mobiles, telephone lines etc.
• Ensure implementation of contracts negotiated with service providers.
• Provide stationery, food, corporate gifts, etc. as per requirement by Business Units/ Management.
• Maintain records of bills and ensure timely payment.
• Process bills for payments and maintain receipts of invoices.
• Process material management payments through SAP.
• Ensure compliance to VFAR while processing invoices for payments and to purchase policy.
• Manage petty cash requirements.
• Co-ordinate with employees, housekeepers, vendors etc. for procurement, repair & maintenance of day-to-day office facilities.
• Ensure proper book keeping of reports, audits reports and documents.
• Ensure compliance with ISO 14001 and maintain premises to preserve the environment.
• Ensure adherence to code of conduct and ensure process implementation as per VFS Administration SOP /manuals.
• Ensure compliance with VFS' Global’ s information security policies and procedures.
• Ensure compliance of shops and license certifications and timely renewal of vendor contracts for all VAC's.
• Respond to inquiries, troubleshoot, and ensure internal customer satisfaction.
• Ensure timely renewal of maintenance contracts.
• Manage handover of premises on expiry of lease and takeover of premise.
• Assist in the sale of old company cars and other assets.
• Assist and supervise refurbishment projects.

Sustainability:

• Promote judicious use of natural resources.
• Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines

Anti Bribery Management Systems (ABMS)

Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual.

a. Understanding of ethical standards and the importance of integrity in business practices.

Experience

• Proven experience in administrative management or a similar role within a fast-paced environment.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) along with familiarity with Microsoft Access, Project, SharePoint, and Windows operating systems.
• Strong organizational skills with the ability to manage multiple priorities effectively while meeting deadlines.
• Excellent communication skills in English
• Experience in procurement, negotiation, records management, and facilities oversight is preferred.
• Ability to lead teams confidently while fostering a collaborative work environment through leadership qualities and interpersonal skills.
• Analytical skills to assess operational processes and recommend improvements for efficiency gains.
• A proactive ‘can-do’ attitude
• Flexible / ready and willing to work additional hours, if needed
• Attractive Pay and Medical benefits

Pay: $52,000.00-$56,160.00 per year

Benefits:

• Dental care
• Life insurance
• Paid time off

Application question(s):

• Are you authorized to work in Canada
• Are you ok for Onsite work
• Are you ok to travel for projects

Work Location: In person