Reception & Administrative Clerk

Syntronic; Ottawa; In loco; CAD 50.000 - 52.000; Tempo pieno

Descrizione del lavoro

Syntronic in Ottawa is seeking an energetic Reception & Administrative Clerk to be the first point of contact for visitors, staff, and callers. You will provide reception, administrative, and operational support across multiple departments, ensuring a professional, welcoming, and efficient office.

You’ll handle visitor registration, mail, scheduling, and office supplies, coordinate events, support the finance team, and maintain confidentiality with discretion.

Competenze

• Strong organizational, time-management, and multitasking skills, with the ability to prioritize competing demands.
• Excellent verbal and written communication.
• Strong attention to detail and a high degree of accuracy in data entry, document handling, and administrative tasks.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to handle confidential and sensitive information with discretion.
• Demonstrated initiative, sound judgment, and the ability to work independently as well as collaboratively across departments.
• Strong interpersonal skills and a positive, service-oriented attitude.
• Flexibility and adaptability in responding to changing priorities and day-to-day operational needs.

Mansioni

• Reception & Visitor Services: Welcome visitors, register arrivals, and ensure compliance with visitor access and security procedures.
• Answer and direct incoming calls, respond to general inquiries, and direct to appropriate staff.
• Receive, sort, and distribute incoming mail and other deliveries.
• Maintain a clean, organized, and professional reception area and lobby plants.
• Coordinate the care and maintenance of lobby plants and ensure reception and common areas remain presentable.
• Administrative & Office Support: Scan, copy, organize, file, and distribute documents as required.
• Prepare and complete credit application forms, ensuring all required documentation is provided accurately.
• Assist departments with general administrative duties, data entry, and other clerical tasks.
• Coordinate ordering, purchasing, and setup of office supplies and amenities.
• Provide general administrative support to the Finance team and other departments as needed.
• Monitor office supplies and coordinate replenishment to support daily operations.
• Handle confidential information with discretion and professionalism.
• Commercial Team Support: Monitor shared commercial inbox, log and direct requests, and assist with RFPs.
• Receive, track, log, and distribute RFPs to the appropriate team.
• Assist with order entry and related administrative activities.
• Support document preparation, data entry, and record maintenance.
• Follow up on administrative requests to support efficient workflow.
• Office Coordination & Employee Engagement: Coordinate office social events and arrange catering.
• Coordinate office amenities and related services to support a welcoming workplace.
• Assist with general office coordination and special projects as required.

Conoscenze

Organizational skills

Time management

Communication skills

Attention to detail

Strumenti

Outlook

Word

Excel

Printer/Scanner

Descrizione del lavoro

Join Syntronic: Where Your Innovation Shapes the Future

At Syntronic, we don't just follow industry trends—we set them! Join us in partnering with visionary companies and the brightest minds to turn ground-breaking ideas into reality. Imagine working on cutting-edge telecom advancements, pioneering automotive tech, life-saving healthcare innovations, and next-gen industrial automation. Our projects are diverse, impactful, and at the forefront of technological innovation. Be a part of something extraordinary!

Who are we?:

Syntronic is a global leader in design and development, specializing in electronics, electro-mechanics, and software. We’re not just a company; we’re a community of innovators. Our teams work on projects that define the future—from creating state-of-the-art communication systems and autonomous vehicles to advancing IoT solutions that revolutionize everyday life. At Syntronic, your work will make a real difference.

What we're looking for:

We are seeking individuals who want to:

• Collaborate with top-tier clients on transformative, cutting-edge projects.
• Engage with and learn from industry leaders
• Innovate from concept to completion, ensuring high standards.
• Gain international experience on global projects.
• Thrive in an entrepreneurial environment that supports new ideas.
• Explore multiple sectors like telecommunications, automotive, healthcare, and industrial automation.

Are you ready to join a leading global engineering design house specializing in embedded software/hardware, electronics, and electro-mechanics? We are seeking an energetic and enthusiastic team player who takes pride in their work, wants to be part of a fast-growing dynamic organization, and is eager to continue growing and developing themselves.

The Reception & Administrative Clerk serves as the first point of contact for visitors, employees, and callers, ensuring a professional, welcoming, and efficient office environment. This role provides reception, administrative, and operational support to multiple departments, helping maintain smooth day-to-day office operations while delivering excellent customer service and ensuring accuracy, organization, and confidentiality in all tasks.

What you will do

Reception & Visitor Services

• Welcome visitors, register arrivals, and ensure compliance with visitor access and security procedures, including the issuance and collection of visitor badges.
• Answer and direct incoming phone calls, respond to general inquiries, and ensure callers are connected with the appropriate employees or departments.
• Receive, sort, and distribute incoming mail and other deliveries.
• Maintain a clean, organized, and professional reception area that creates a positive first impression.
• Coordinate the care and maintenance of lobby plants and ensure reception and common areas remain presentable.

Administrative & Office Support

• Scan, copy, organize, file, and distribute documents as required.
• Prepare and complete credit application forms, ensuring all required supporting documentation and information are provided accurately.
• Assist departments with general administrative duties, document preparation, data entry, and other clerical tasks.
• Coordinate the ordering, purchasing, and setup of FIKA services and related office supplies and amenities.
• Provide general administrative support to the Finance team and other departments as needed.
• Monitor office supplies and coordinate replenishment to support daily business operations.
• Handle confidential information and documentation with discretion and professionalism.

Commercial Team Support

• Monitor and manage the shared commercial inbox, ensuring incoming requests and correspondence are reviewed, logged, and directed appropriately.
• Receive, track, log, and distribute Requests for Proposals (RFPs) to the appropriate team.
• Assist with order entry and related administrative activities, ensuring information is entered accurately and timely.
• Support the commercial team with document preparation, data entry, record maintenance, and general coordination.
• Follow up on administrative requests as needed to support efficient workflow and timely completion of tasks.

Office Coordination & Employee Engagement

• Coordinate office social events.
• Arrange catering and refreshments for meetings, events, and other office activities.
• Coordinate office amenities and related services to support a comfortable and welcoming workplace.
• Assist with general office coordination and special projects as required.

What you’ll need to get the job done

• Strong organizational, time-management, and multitasking skills, with the ability to prioritize competing demands.
• Excellent verbal and write
• Strong attention to detail and a high degree of accuracy in data entry, document handling, and administrative tasks.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Comfortable using office equipment, including printers, scanners, and photocopiers.
• Ability to handle confidential and sensitive information with discretion.
• Demonstrated initiative, sound judgment, and the ability to work independently as well as collaboratively across departments.
• Strong interpersonal skills and a positive, service-oriented attitude.
• Flexibility and adaptability in responding to changing priorities and day-to-day operational needs.

What will make us REALLY love you

• Previous experience in reception, administration, clerical support, or a general office environment.
• Professionalism and customer service
• Organization and attention to detail
• Communication and interpersonal effectiveness
• Confidentiality and discretion
• Initiative and problem-solving
• Teamwork and cross-functional collaboration
• Flexibility and time management

$50,000 - $52,000 a year

Base salary of $50,000 - 52,000

This posting is for an active vacancy.

What you’ll love about us:

At Syntronic, our employees are our greatest asset. We foster innovation, collaboration, and excellence, offering opportunities for personal and professional growth. Join a global community that values creativity and diversity.