Job Description

Job Overview

We are seeking a professional and organized Receptionist/Administrative Assistant to join our team. This role is vital in ensuring smooth daily operations by managing front desk activities, providing exceptional customer service, and supporting administrative functions. The ideal candidate will possess strong office skills, be detail-oriented, and demonstrate excellent communication abilities. Experience with medical or dental offices, proficiency in Microsoft Office and QuickBooks, and familiarity with multi-line phone systems are highly desirable.

Responsibilities

Greet visitors and clients in a friendly and professional manner at the front desk Manage multi-line phone systems, screen calls, and direct inquiries appropriately Perform data entry tasks accurately using Microsoft Office, Google Workspace, and other relevant software Schedule appointments and maintain calendars for staff or practitioners Handle filing, record keeping, and document management with attention to detail Assist with billing, invoicing, and bookkeeping using QuickBooks or similar software Provide excellent customer service support to clients and patients Proofread correspondence, forms, and documents for accuracy and professionalism Support administrative tasks such as photocopying, faxing, and mailing

Requirements

Proven clerical or administrative experience in an office environment Strong computer skills including proficiency in Microsoft Office (Word, Excel), Google Workspace, and data entry Experience with QuickBooks or bookkeeping is preferred Excellent organizational skills with the ability to multitask efficiently Strong phone etiquette and customer service skills for front desk interactions Ability to handle sensitive information with confidentiality Attention to detail for proofreading and document accuracy Ability to work independently with minimal supervision while maintaining professionalism The Administrative Assistant plays a key role in supporting day?to?day operations at BeeMaids. This position ensures smooth communication, efficient scheduling, excellent customer service, and proper documentation across all administrative tasks.

Main Responsibilities:

- Answer phone calls, emails, and client inquiries promptly and professionally.

- Manage the booking calendar for cleaning appointments, estimates, and consultations.

- Follow up with clients regarding scheduling, quotes, payments, and feedback.

- Prepare invoices, receipts, and maintain financial tracking spreadsheets.

- Support hiring by screening applicants, scheduling interviews, and onboarding new staff.

- Maintain organized records including client files, staff schedules, and service reports.

- Assist management with day?to?day administrative tasks and special projects.

- Communicate with cleaning staff to ensure they receive schedules, instructions, and updates on time.

- Help manage supplies inventory and place orders when necessary.

- Provide excellent customer service and support BeeMaids' mission and values.

Skills & Qualifications:

- Strong communication skills (written and verbal).

- Excellent organization and multitasking abilities.

- Proficiency with email, spreadsheets, and booking systems.

- Customer?focused with a professional attitude.

- Ability to work independently and handle sensitive information.

-Strong Social Media skills

Work Environment:

The role can be hybrid in the long run, combining remote administrative work with occasional in?office tasks as needed.

Language

French - English

Good to have

Valid Canadian driver's license

This position offers an engaging work environment where organizational skills and customer service excellence are highly valued. The successful candidate will play a key role in supporting daily operations while providing exceptional support to clients and staff alike.

Job Types: Full-time, Part-time, Permanent

Pay: $18.00-$25.00 per hour

Expected hours: No more than 40 per week

Benefits:

Company car Extended health care Flexible schedule Life insurance On-site parking Vision care
Work Location: Hybrid remote in Ottawa, ON K1Z 7T1