Reception & Administrative Clerk

Syntronic - A Global Design House; Ottawa; On-site; CAD 38,000 - 52,000; Full time

Job summary

Syntronic Ottawa is seeking a proactive Office Administrator/Receptionist to welcome visitors, manage calls, and support daily operations across Finance, Commercial, and Office teams. The role emphasizes confidentiality, organization, and seamless coordination of office services.

You will handle mail, coordinate supplies, assist with event planning, and help keep the reception area welcoming and efficient while collaborating with various departments on ongoing projects.

Qualifications

• Strong organizational and time-management skills with the ability to prioritize.
• Excellent verbal and written communication, professional and courteous.
• High accuracy in data entry and document handling.

Responsibilities

• Handle Reception & Visitor Services, greet visitors and issue badges.
• Answer and direct calls, respond to inquiries, connect to the right teams.
• Receive, sort, and distribute mail and deliveries.
• Maintain a clean, professional reception area and coordinating lobby plants.
• Coordinate ordering and setup of office supplies and amenities.
• Provide general admin support to Finance and other departments.
• Support Commercial Team with document prep and data entry.
• Coordinate office social events and catering for meetings.

Skills

Organizational skills

Time management

Verbal and written communication

Attention to detail

Multitasking

Customer service

Discretion with confidential info

MS Office (Outlook, Word, Excel)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

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

• 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.

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 members.
• Assist with order entry and related administrative activities, ensuring information is entered accurately and in a timely manner.
• 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 written communication skills, with a professional, courteous, and customer-focused approach.
• 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