Administrative Assistant

HTS Engineering Ltd.; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

HTS Engineering Ltd. is seeking an organized Administrative Assistant for a 12-month contract in Ottawa. The role involves supporting managers, handling customer inquiries, and ensuring smooth office operations. Ideal candidates will have strong communication and multitasking skills, with opportunities for growth within the company.

Benefits

Competitive wages

Opportunity to grow within the company

Training

Employee recognition awards

Company events

Incentive trips

Comprehensive benefits package

Paid time off

Qualifications

• Experience in customer service, administration, sales, and/or communications.
• Strong interpersonal and communication skills.

Responsibilities

• Answer incoming calls and assist visitors professionally.
• Maintain front desk procedures and oversee health and safety responsibilities.
• Manage office operations and support the Service/Controls department.

Skills

Customer Service

Administration

Communication

Organizational Skills

Problem Solving

Bilingual (French and English)

Tools

Office Software

Job description

HTS Engineering Ltd. is the largest independent commercial HVAC manufacturers’ rep in North America, with 20 locations in the US and Canada. HTS has a vibrant look and brand promise -- one that reflects our company-wide commitment to ensure theindividualsuccess of all those involved in a project’s HVAC system selection, design, purchase, installation and maintenance including our employees, suppliers, customers and end users.
HTS prides itself on its commitment to providing its employees with a flexible and accommodating work environment. We prioritize the well-being of our employees and are committed to creating a work environment where everyone can thrive.

Job Description:

HTS Ottawa is seeking a responsible and organized Administrative Assistant for a 12-month contract to cover a maternity leave. The successful candidate will provide essential support to managers and staff, assist with daily office operations, and ensure the smooth execution of general administrative activities. This role requires strong communication, multitasking, and organizational skills.

Responsibilities include:

• Answer incoming calls, determine the purpose of the call, and transfer calls to the appropriate staff member
• Take and deliver messages accurately and promptly
• Greet and assist visitors in a professional and friendly manner
• Handle customer inquiries and provide ongoing customer service support
• Receive, sort, and distribute incoming mail and packages
• Maintain front desk procedures, including up-to-date contact information, directions, and frequently requested company details
• Oversee health and safety responsibilities, including:

- Conduct monthly inspections (e.g., workplace, first aid kits, fire extinguishers)

-Track all staff safety certificates and send monthly reminders for renewals or completions

• Update and maintain client certificates via email and various online platforms
• Reconcile and organize technicians' receipts at the end of each month and submit them to accounting
• Manage office operations by monitoring and replenishing kitchen and office supplies
• Support the Service/Controls department by:

- Ordering and coordinating delivery of gloves for inspections

- Ordering uniforms and PPE for staff as needed

- Requesting and managing company cell phones for team members

• Undertake additional responsibilities as required

Skills & Experience:

• Experience in customer service, administration, sales, and/or communications
• Proficiency with computer systems and office software
• Strong interpersonal and communication skills
• Excellent organizational skills with the ability to problem-solve and manage multiple priorities
• Capable of working independently as well as collaboratively within a team
• Bilingual in French and English is considered an asset

We Offer

• Competitive wages
• Opportunity to grow within the company.
• Training
• Employee recognition awards

Top benefits or perks:

As a member of HTS Engineering, you’ll enjoy:

• Company events
• Incentive trips (meeting yearly sales targets)
• Comprehensive benefits package, including health, vision, EAP, and dental insurance.
• Paid time off

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, HTS Engineering is an equal opportunity employer.We are committed to a workplace of diversity and inclusion. HTSencourages applications from all candidates that represent the full range of communities across Canada.All qualified applicants will be considered for employment without discrimination on the basis of race, colour, age, religion, sexual orientation, gender identity, disability, national or ethnic origin or any other factors prohibited by law. Accommodations are available upon request, for all aspects of the recruiting process and thereafter.