Ricoh Canada Hiring for Office Administrative Assistant Job at Ottawa Full Time

Office Administrative Assistant

Ricoh Canada Inc. has always been on the forefront of workplace innovation.

Yesterday, that meant creating the first office fax machine, enabling people to work smarter, better and faster than ever before. Today, that means information mobility, which is the ability to capture, manage, access and use the information you need — wherever and whenever you need it — driving the results you want.

As for tomorrow, that vision is already taking shape in our heads and labs, too. And when the workplace begins its next major change, our imagination will help drive it.

From meeting your financial goals to time off, we promote the well-being of our employees and show them they’re valued. Examples of our People–based programs include:

• Wellness
• Flexible Work Options
• Time-Off
• Development
• Rewarding your Efforts

Responsibilities:

• Front Desk and Back Office management
• Manage Visitors and Vendors to the office per Infosys process and requirement and as outlined in company Admin Handbook
• Manage, organize, and coordinate all facility related services as outlined in Infosys Office Admin Handbook and as necessary on a need basis.
• Manage and supervise all office requirements such as Day Porter, Sanitizing, Stationary & Printing, organizing messaging on the Notice Board to include regulatory notices.
• Align with all client system processes and ensure adherence
• Maintain necessary documentation of activities as required by Infosys requirement.
• All activities updated in the current version of the Office Admin Handbook form the necessary scope of activities. Important note: The Admin Handbook goes through revisions per the company’s evolving needs and Office Admin activities aligns accordingly.

Important Note: All the above is to be managed independently but in consultation/guidance and as approved by Facility Managers.

• Answer telephone, identify purpose of the call and transfer information to appropriate department or individual
• Greet visitors/ clients as they arrive, identify purpose of their visit, and notify appropriate staff member of their arrival
• Ensure all visitors sign in and follow any screening protocols when they arrive at the office
• Manage and provide access badges
• Control physical keys within office
• Assist visitors as required: direct to coat closet, escort to meeting room, provide quick orientation (washroom, phones etc.), assist with WiFi code
• Ensure Compliance Bulletin Board is tidy and kept up to date with current documents
• Coordinate HVAC needs
• Coordinate shredding pick-ups
• Perform office deficiency checks (flickering lights, broken equipment, carpet/tile repairs etc.)
• Maintain copier/ printer equipment

• Ensure supplies available
• Call for service when required
• Shred unclaimed print from previous day

• Maintain supply inventory and replenish as needed

• Kitchen
• PPE & First Aid Kits
• Office supplies, mailing supplies, and stationery

• Coordinate office cleaning

• Keep break areas tidy throughout the day
• Tidy meeting rooms periodically throughout the day; ensure supplies available
• Maintain a clean and organized reception and front lobby area
• Monitor performance of overnight cleaners

• Process inbound and outbound courier and mail
• Process invoices for payment
• Email building management quarterly to verify that all staff background checks are up to date
• Follow security and safety protocols communicated by the Customer
• Log, track and report all vital statistics in the Monthly Management Report

QUALIFICATIONS

Education:

• Requires a high school diploma or equivalent

EXPERIENCE:

• Requires 1-3 years of experience in the field or in a related area

SKILLS:

• Excellent interpersonal skills with the ability to quickly develop business relationships
• Strong self-motivation to drive results
• Excellent communication skills both verbal and written
• Effective use of Microsoft Office

Why Ricoh?

Wellness

We are committed to providing you with a safe, healthy, and supportive work environment that helps you to achieve your every day goals both at work and at home. We continuously work to provide you with a well-rounded benefits package and other tools to support you in all areas of your life.

Flexible Work Options

We recognize that juggling all of the various areas of your life can be difficult. Therefore, we offer flexible work arrangements depending on business needs, which allow you to achieve a better work-life balance. These flexible work options include: flextime, telecommuting, job sharing, and part-time work.

Time-Off

Whether it is to relax on the beach, staycation with your family, or take time for yourself, we offer various time-off programs to support your needs. Some examples include vacation with pay and the option of purchasing additional vacation each calendar year, paid Family, Health & Personal (FHP) Days.

Development

We want to help you learn, grow, and achieve your full potential. We offer several programs for you to create your future with us. The programs include:

• The Ricoh Learning Institute
• Individual Development Plan (IDP)
• Education Assistance Program

Rewarding your Efforts

Our compensation strategy is developed to attract and retain the best employees in the industry. Ricoh offers and contributes to a Retirement Plan (RRSP) and depending on the role, Ricoh also offers other compensation initiatives such as commission and bonus plans.

Ricoh’s “Be The Change” (BTC) Program offers monetary and non-monetary recognition for those who go the extra mile and exemplify The Ricoh Way.

Job Types: Full-time, Permanent

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• administrative assistant: 1 year (preferred)