Office Administrator

ITK • Ottawa, ON

41d • Onsite

About The Position

Under the direction of the Manager, Finance & Administration, the Office Administrator is responsible for administering and managing all reception duties, as well as planning and overseeing all administrative support and office services for ITK. This includes organizing and communicating office activities, reception duties, supplies and stationery. This individual is also responsible for providing administrative support to the management team. This individual must demonstrate a strong attention to detail and the ability to balance multiple demands simultaneously.
The incumbent will also assist with other departmental administrative and/or financial duties as directed and act as a back up to the Finance and Travel Coordinator.

Requirements

• Strong organization and analytical skills;
• Ability to exercise sound judgment and prioritize work load with minimal supervision.
• Must have excellent oral and written communication skills (primarily in English; Inuktitut and/or French an asset);
• Effective oral and written communication skills;
• Basic bookkeeping procedures;
• Ability to work both independently and co-operatively with a variety of individuals and groups;
• Able to maintain filing systems, databases, and basic diary/minutes management.
• Strong data entry and record keeping skills with the ability to pay attention to detail;
• Computer skills in Microsoft Office (Word, Excel, Access and Outlook), trouble shooting and Internet
• Excellent problem-solving skills.
• Superior telephone manners and strong interpersonal skills.
• Good business awareness.
• Strong written and verbal skills to communicate with all levels of the organization.
• Strong customer service orientation.
• Minimum of two years’ in a similar position i.e. receptionist, office coordinator or administrative assistant;
• Ability to speak Inuktitut/Inuinnaqtun and English is essential
• Experience in office administration and reception
• Post-secondary certificate, diploma or degree in a related field of study i.e. business administration, or:
• Any combination of education and experience providing the required skill and knowledge for successful performance is evident.

Responsibilities

• Assist the department Directors as needed in the coordination of their administrative requirements i.e. meeting logistics, meeting preparation, general administrative tasks etc.
• Administer and manage all reception duties.
• Monitor and track all office inventory i.e. computer, office equipment and furniture.
• Provide administrative support to Human Resources as required. Primarily, this will include recruitment support and new employee set-up
• Manage all meeting areas of ITK.
• Ensure the daily kitchen clean-up is being done and coordinate monthly clean-ups and maintenance
• Perform other administrative tasks as requested by the Director
• Act as the primary liaison for all facility related activities i.e. coordinate with the Landlord and other third-party suppliers to ensure all ITK needs are met.
• Act as back up to the Administrative and Travel Coordinator during peak travel times i.e. travel booking and scheduling and receiving invoices for completed travel and accommodations;
• Assist the Administrative and Travel Coordinator with reconciliation of invoices, travel claims, credit card statements and/or other financial tasks as required by the Director, Finance & Administration.
• Assist Accounts Payable with invoice entry, credit card reconciliation, and point of contact for vendors.
• Provide administrative support to Human Resources i.e. scheduling, filing, interacting with candidates, etc.;
• Assist with other Human Resources administrative tasks as required.
• Must have strong interpersonal skills;
• Must be able to work as part of a team with staff and members of Inuit organizations;
• Sensitive to local, political and cultural issues;
• Performs other duties as assigned.

Benefits

• 100% employer-paid group insurance upon hire
• Employer RRSP contributions
• Annual training allowance
• Excellent health and wellness allowance
• Relocation allowance
• Vacation – starting at 3 weeks/year
• Paid Christmas break (usually between Xmas and New Year)
• Candidates with exceptional skills or experience may be considered for compensation above the posted range.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees