Office Assistant

Matrix-Video-Communications; Ottawa; On-site; CAD 40,000 - 70,000; Full time

Benefits offered by this job

Comprehensive employer-paid benefits

Company-provided work laptop

Paid holidays and flex days

Employee Assistance Program

Discount programs with partners

Job summary

Matrix Video Communications Corp. seeks an Office Assistant in Ottawa, ON to handle front-desk duties, invoicing, inventory, and vendor coordination. You will support daily operations, prepare BOMs, and ensure equipment reaches client sites complete and on schedule.

The role emphasizes organization, attention to detail, and clear communication across teams, with a robust benefits package and a dynamic, inclusive culture.

Qualifications

• Experience with Sage 300 is a strong asset.
• Administrative or receptionist experience is an asset.
• Proficient in Microsoft Word and Excel.
• Detail oriented with structured processes.
• Highly organized with multitasking ability.
• Strong time management and decision prioritization.
• Professional in face-to-face, phone, and written communication.
• At least 1 year in a customer service environment.

Responsibilities

• Answer phones, greet guests, and direct calls.
• Evaluate inventory and order office supplies.
• Maintain kitchen area cleanliness and organization.
• Organize physical and digital filing systems.
• Verify and reconcile client invoices.
• Coordinate with vendors for orders and deliveries.
• Verify supplier invoices against packing slips.
• Perform general admin duties as required.
• Handle shipping/receiving and lift up to 50 lbs.
• Manage inventory levels and coordinate AV project logistics.
• Assist with deal registrations and BOM preparation.
• Ensure equipment is delivered to client sites on time.

Skills

Detail oriented

Highly organized

Time management

Strong communication

Education

1 year customer service experience

Tools

Sage 300

Microsoft Word

Microsoft Excel

Job description

Company Overview:

For over 30 years, Matrix Video Communications Corp. has been providing cutting-edge audiovisual (AV) and media production solutions on a national scale. As the evolving landscape of technology continues to change, we strive to ensure our clients receive top-quality solutions tailored to their needs.

Our team of dedicated individuals is the driving force behind our status as a prominent AV industry leader. In return, we commit to:

• Ensure our employees feel valued and receive robust support to ensure their success, coupled with irresistible company-provided benefits.
• Provide a safe working environment, supported by our extensive Health & Safety policies and programs.
• Maintain a work culture that revolves around respect, passion, diversity, and growth.

Position Overview:

We are currently seeking an Office Assistantfor our Ottawa, ON location.

Core Responsibilities:

• General office duties such as answering phones and redirecting calls, enthusiastically greeting, and directing guests, coordinating, and accepting couriers, etc.
• Evaluate inventory levels and determine the quantity and type of supplies required to meet the needs of the company. This may include coffee, kitchen, and office supplies, etc.
• Maintain the cleanliness and organization of the kitchen area, to ensure it is neat and presentable.
• Organize and maintain physical and digital filing systems to ensure easy retrieval and storage of documents.
• Verify and reconcile invoices to be sent to clients.
• Coordinate with vendors and suppliers to confirm upcoming orders or scheduled deliveries.
• Verify the accuracy and completeness of supplier invoices by cross-referencing them with corresponding packing slips or delivery documents.
• Other administration duties as required and assigned.
• General shipping and receiving duties. This may involve lifting objects that weigh up to 50 lbs.
• Inventory management.
• Project and service call coordination and scheduling in conjunction with our AV Scheduling Coordinator.
• Assist in deal registration with AV manufacturers.
• Preparing/obtaining quotes and preparing Bill of Materials (BOMs) from manufacturers.
• Maintain stock levels of cables and miscellaneous items.
• Ensure equipment is received, tracked, and delivered complete to client site prior to installation date.
• Help coordinate installation dates with Sales Account Managers, Installers/Technicians, and end client users.

Qualifications:

• Previous experience with Sage 300 Accounting Software is considered a strong asset.
• Previous administrative or reception experience an asset.
• Basic knowledge of Microsoft Word and Excel.
• Detail oriented and willing to embrace a structured process.
• Highly organized and can multitask.
• Have excellent time management skills and can make great decisions about which work to prioritize.
• Comfortable to professionally communicating face to face, over the phone, and in writing.
• Have at least 1 year of experience working in a customer service environment.
• Experience working with a computer and willing to learn new technology and software.

Company Benefits:

• Comprehensive 100% employer-paid benefits, including coverage for Dental, Vision, Health (including paramedical services such as massages, chiropractic, acupuncture, etc.), Critical Illness Insurance, Long-Term Disability, Life Insurance, and Accidental Death and Dismemberment.
• Join a dynamic and inclusive work culture!
• Paid holidays, flex days, with additional paid time off during Christmas.
• Company-provided work laptop to support your work activities.
• Employee Assistance Program dedicated to supporting personal health and well-being.
• Equal opportunity employer with a focus on creating a diverse, equal, inclusive, and belonging work environment.
• Great employee discount programs with our leading partners (Telus, Samsung, Perkopolis, Co-Operators, etc.).

Disclosures:

• Compensation Range:The expected salary for this position is $40,000 to $70,000 per year.
• Non-usage of Artificial Intelligence (AI):Applications may include screening questions to identify whether applicants meet the minimum qualifications and requirements for the position. These questions are evaluated using predefined criteria and are not processed or assessed using artificial intelligence (AI).
• Vacancy Status:There is currently a genuine, active vacancy for this position.