Job Description

Reports To:
Assistant General Manager

Job Summary:
The Receptionist serves as the first point of contact for a dynamic condominium management company in Ottawa, handling a wide range of administrative and clerical tasks in a high-energy, fast-paced environment. Responsibilities include processing payments, managing after-hours calls and messages, greeting and directing visitors, handling inbound calls, sorting and delivering mail, maintaining office supplies, preparing meeting spaces, and providing exceptional support to staff and clients. This role demands meticulous attention to detail, a sharp memory, and the ability to thrive under pressure while interacting with diverse and sometimes challenging individuals.

Core Competencies:

Client Focus Communication Stress Management Team Work Written Communication Adaptability Problem Solving Initiative Accountability & Dependability Ethics & Integrity
Hours of Work:
Monday - Thursday 9AM-5PM & Friday's 9AM-4PM

Job Duties:

Direct all inquiries to the appropriate staff members or department with accuracy and efficiency. Record and relay detailed telephone, email, or written messages for staff, ensuring timely distribution. Assist with sorting external mail by the end of each day. Accept and track client payments with precision and care. Provide clients with necessary forms and information promptly. Manage bookings for meeting rooms and the conference center seamlessly. Uphold a professional and positive image of the company when interacting with visitors, suppliers, and clients, even in challenging situations. Complete all required forms and reports with a keen eye for detail. Monitor and report security concerns to the Assistant General Manager promptly. Oversee inbound and outbound mail processes, including priority post, packages, and courier services. Keep the reception area organized, tidy, and welcoming at all times.
Requirements:

High school diploma or GED, or a suitable combination of education and experience. At least 1 year of direct experience as a receptionist. Strong understanding of office procedures and general administrative practices. Basic mathematical skills for payment processing and record-keeping. Exceptional memory and ability to follow through on detailed instructions. Flexibility to adapt to shifting priorities and demanding workloads. Proficiency in Microsoft Office (Excel, Word, PowerPoint). Resourceful mindset with a focus on cost-saving solutions. Ability to maintain organized filing systems and basic databases. Sharp analytical and problem-solving abilities. Proven track record of meticulous record-keeping. Outstanding telephone etiquette and interpersonal skills, particularly when dealing with difficult individuals. Excellent verbal and written communication skills for interacting with all levels of the organization. Strong customer service focus and a calm, professional demeanor
Working Conditions:

Extremely fast-paced environment requiring quick thinking and multitasking. Demands critical thinking and problem-solving under tight deadlines. Ability to work independently with minimal supervision. Customer-facing role requiring patience and resilience
Benefits:

Dental care Extended health care On-site parking Vacation & paid time off Company events & social hours
Job Types: Full-time, Permanent

Pay: $40,000.00-$42,000.00 per year

Benefits:

Casual dress Company events Dental care Employee assistance program Extended health care On-site parking Paid time off Tuition reimbursement Work from home
Schedule:

8 hour shift Day shift Monday to Friday No weekends
Experience:

Customer Service: 3 years (required) teamwork: 2 years (preferred) reception: 2 years (required)
Work Location: In person

Expected start date: 2025-08-05