Administrative Assistant & Receptionist

Colonial Group; Ottawa; On-site; CAD 38,000 - 52,000; Full time

Job summary

Colonial Group in Ottawa (Kanata office) is seeking an Administrative Assistant – Reception to be the first point of contact for employees, clients, visitors, and partners. This role supports daily office operations and provides administrative help to project managers, directors, and teams.

You will gradually learn and assist with administrative tasks related to engineering projects, including project setup, fee letters, contracts, and purchase orders.

Qualifications

• College diploma in administration or related field, or equivalent experience.
• 1–3 years of experience in reception, customer service, or administrative support.
• Fluency in spoken and written English; French is an asset.
• Excellent interpersonal and customer service skills.
• Proficient with Microsoft Office 365.
• Ability to manage multiple requests and priorities.
• Strong organizational skills and attention to detail.
• Autonomous, reliable, resourceful, and proactive.
• Flexible and collaborative team player.

Responsibilities

• Welcome clients, visitors, suppliers, and employees and create a professional and friendly experience.
• Answer incoming calls and general inquiries and direct them to the appropriate person.
• Support the day-to-day operations of the office and respond to general employee requests.
• Ensure meeting rooms, reception, and common areas remain organized and welcoming.
• Coordinate office supplies, coffee, snacks, meals, and other day-to-day office needs.
• Provide administrative support to project managers, directors, and other team members.
• Assist with the preparation of fee letters and other project documentation.
• Support the creation and opening of projects, including contracts and purchase orders.
• Assist with expenses, filing, document preparation, and other administrative activities.
• Participate in welcoming and onboarding new employees.
• Assist with meetings, training sessions, office activities, and corporate events.
• Collaborate with IT and other teams when administrative support is required.
• Perform other administrative duties as needed to support smooth operation of the office.

Skills

Interpersonal skills

Customer service

Multi-tasking

Organizational skills

Proactive

Team player

Adaptability

Education

College diploma in administration or related field

Tools

Microsoft Office 365

Job description

Your role

• As an Administrative Assistant – Reception, you will be at the heart of our Kanata office and the first point of contact for employees, clients, visitors, and partners.
• Beyond reception, you will play an important role in the day-to-day operations of the office and provide administrative support to our project managers, directors, and teams.
• You will also have the opportunity to gradually learn and support administrative activities related to our engineering projects, including project setup, fee letters, contracts, and purchase orders.
• This is an ideal opportunity for someone who is friendly, organized, proactive, and service-oriented, and who enjoys a varied role with the opportunity to learn and grow.
• This position is based in our Kanata office five days a week.

Your main responsibilities

• Welcome clients, visitors, suppliers, and employees and create a professional and friendly experience;
• Answer incoming calls and general inquiries and direct them to the appropriate person;
• Support the day-to-day operations of the office and respond to general employee requests;
• Ensure meeting rooms, reception, and common areas remain organized and welcoming;
• Coordinate office supplies, coffee, snacks, meals, and other day-to-day office needs;
• Provide administrative support to project managers, directors, and other team members;
• Assist with the preparation of fee letters and other project documentation;
• Support the creation and opening of projects, including the collection and organization of contracts and purchase orders;
• Assist with expenses, filing, document preparation, and other administrative activities;
• Participate in welcoming and onboarding new employees;
• Assist with meetings, training sessions, office activities, and corporate events;
• Collaborate with other teams, including IT, when administrative or office support is required;
• Perform other administrative duties as needed to support the smooth operation of the office.

Your Profile

• College diploma in administration, office administration, or a related field, or equivalent experience;
• One (1) to three (3) years of experience in reception, customer service, or administrative support;
• Excellent interpersonal and customer service skills;
• Comfortable interacting with employees, clients, and visitors in a professional environment;
• Fluency in spoken and written English; French is considered an asset;
• Good knowledge of Microsoft Office 365;
• Ability to manage multiple requests and priorities;
• Strong organizational skills and attention to detail;
• Autonomous, reliable, resourceful, and proactive;
• Flexible and comfortable working in a role where priorities can change throughout the day;
• Strong team player with a positive and collaborative approach.

What Will Make You Successful

You genuinely enjoy interacting with people and helping things run smoothly.

You are the type of person who notices when something needs to be done and takes initiative. You are comfortable switching between welcoming a visitor, helping a project manager, organizing an office request, and supporting administrative project activities.

You are also curious and eager to learn. As you develop in the role, there may be opportunities to expand your responsibilities.

If you enjoy being at the center of a busy office, supporting different teams, and having variety in your day, this could be a great opportunity for you.