Office Services Assistant
About The Position
McMillan has an exciting opportunity available in the Ottawa Business Centre Department. As an Office Services Assistant, and a member of the National Business Centre & Facilities Team, you are responsible to perform a variety of department functions/deliverables such as photocopying services, mail and courier, document scanning, electronic faxing, office supplies management and inventory. You will also support in maintaining the physical office environment; office moves, office and boardroom set ups, coordinating repairs and maintenance and other related services. In addition, you’ll provide Reception coverage, support the Hospitality Concierge Services team with event setups and perform Audio Visual support as needed. This role is open based on an existing vacancy. Please note that this role has a requirement to work onsite in the Ottawa office at all times. This role will provide support to firm members both onsite and remotely, but the successful candidate will always work from the Ottawa office.
Requirements
- Minimum 2 years’ experience in a professional office environment
- Strong customer service, communication and technology skills
- Professional, calm and positive demeanor
- Sound judgment, discretion and respect for client confidentiality
- Able to work independently and collaboratively, and take direction well
- Strong computer skills and ability to learn specialized software
- Able to manage multiple priorities, take initiative and meet tight deadlines
- Flexible to occasionally work outside regular hours for meetings and events
- Proficient in Microsoft Office 365, including Word, Excel and Outlook
- Able to lift or move items up to 40 pounds
Responsibilities
- Sorting, digitizing, and archiving incoming mail and couriers
- Processing outgoing mail and couriers using carrier platform
- Sending and distributing incoming electronic faxes
- Digital imaging
- Printing, collating and binding documents
- Track monthly statistics
- Process department invoices
- Maintaining office supplies inventory, ordering, and stocking new inventory
- Ensure timely and accurate set up of furnishings and equipment within the meeting room/event spaces
- Support in maintaining the office environment; office moves and workspace setups for new hires and departures
- Coordinate furniture/equipment repairs and maintenance
- Responding to firm member’s request on facilities matters
- Monitor department equipment, troubleshoot minor issues and coordinate repairs
- Assist with Business Centre, Facilities and HCS projects
- Assist in performing Hospitality and Concierge tasks by reception coverage, assist with event set up, catering ordering, serving of food and beverages, kitchen maintenance and department statistics.
- Support Audio Visual needs by setting up and resetting equipment, ensuring smooth operation for meetings and events. You’ll also coordinate virtual meetings across platforms like Microsoft Teams, Webex and Zoom.
- Other administrative duties as required
Benefits
- Mentorship and Support
- Training as Software Evolves
- Commensurate Compensation and Benefits Package
- Fun Work Environment
- Continuous Learning & Development
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
