Administrative Assistant/Receptionist

M CON Products is a local, and family owned, industrial manufacturing facility that was established in 1989 in Ottawa, Ontario to provide the fast-growing market with high quality Precast Concrete products on time and at a competitive price. Our precast products include circular and elliptical concrete pipe, circular and box maintenance holes, catch basin, box culverts, oil grit separators and gravity retaining wall systems.

Overview:

We are seeking a highly organized, reliable and proactive administrative assistant to support our growing team. This role involves administrative tasks, ensuring the rest of the team has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision while maintaining high attention to detail. They will be self-motivated and trustworthy with excellent communication skills. The administrative assistant ensures smooth running of daily functions and contributes to driving sustainable growth.

Responsibilities:

• Provide administrative support to executives and team members, including managing calendars, scheduling meetings, and handling correspondence
• Overseeing all incoming communications, including emails, phone calls, reports, and internal correspondence
• Greeting visitors and acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
• Directing inquirers to the appropriate person or department
• Preparing loading bills and sales orders for customers
• Processing daily cash receipts
• Coordinate travel arrangements and accommodations for team members as needed
• Filing and keeping up to date important documents, such as reports, meeting notes, emails, and letters
• Maintain office supplies inventory and services, including restocking supplies, placing orders
• Assist in on-boarding process for new hires which includes setting up desks and equipment or creating important office forms. Relocating employees to new areas as required. Providing the necessary training on office procedures
• Aiding correspondence for the office, such as emails, letters, packages, and phone calls
• Updating of office records and databases that contain personnel, financial and office data
• Ensuring availability to help colleagues and employees where necessary
• Planning and organizing events that take place internally and externally, such as fundraisers, sporting tournaments, plant tours, and appreciation events
• Assist in the implementation of office policies and procedures to improve efficiency and productivity
• Handle confidential information with discretion and professionalism
• Act as a liaison between internal teams, external vendors, and clients, facilitating communication and resolving issues
• Perform other administrative tasks and special projects as assigned

Qualifications:

Education Required

• High school diploma: BSc/BA in office administration or relevant field is preferred

Years of experience:

• 2-5 years’ experience in an administrative position or equivalent role

Specific Experience:

• Excellent Knowledge of MS Office (Outlook, Word, Excel, Teams, SharePoint) and office management software (Dynamics etc.)
• Proven experience as an office administrator, office assistant or relevant role
• Familiarity with office management procedures and basic accounting principles
• Qualifications in secretarial studies will be an advantage

Competencies:

• Always maintain high level of safety
• Exceptional attention to details and organization
• Able to work in a fast-paced, high-production environment
• Able to work unsupervised, motivated to complete all tasks
• Able to communicate and work well with others in a team environment
• Repetitive tasks
• Always maintain a professional attitude, especially when handling difficult and/or stressful situations
• Maintain a high degree of discretion and confidentiality

Compensation Offer

• Salary: $49,000-$55,000 annual, based on experience
• Permanent, Full-time, 42.5 hours/week, Monday-Friday
• Located in Ottawa, Ontario

Benefits

• Competitive Compensation and Medical, Group Insurance, Vision care benefits, bonus
• Working for an Industry leader in the Precast Concrete Products space
• Established, growing company with experienced leadership.
• Permanent full-time role with comprehensive training and support

#INDHP

Job Type: Full-time

Pay: $49,000.00-$55,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Experience:

• Administrative: 2 years (preferred)

Work Location: In person