Reception & Office Services Assistant

With every job, there’s always the question of “why”. Why join a company? Why be part of their mission? Here, the why is easy. It’s because at some point, we’ve all needed someone there for us.

At the OTIP Group of Companies (OGC), we believe that something special happens when employees feel valued for the work they do, supported as the people they are, and included in the very fabric of the organization: they bring their best to work every day. And that's why we mean it when we say we put our people at the centre of everything we do.

Join us as we grow our way into a future that reimagines what it means to deliver meaningful benefits support and service.

What You’ll Do:

Reporting to the Senior Manager, Facilities & Office Services, you’ll provide cross‑functional support to ensure the smooth and efficient operation of both Reception and Office Services. This in‑office role offers coverage across the department as needed and contributes to the Digital Imaging team to support daily tasks and service levels.

This role is an in‑office role and is responsible for providing coverage for breaks and time away from work for Reception and Office Services team members. This role is also part of the Digital Imaging team and supports Reception and Office Services as needed to complete daily tasks.

The core parts of your role will be to:

Reception Responsibilities:

• Greet onsite visitors and manage incoming calls, including routing as needed.
• Administer the day‑to‑day access control system: programming access cards, creating and issuing photo , and issuing/monitoring/auditing contractor and visitor access cards.
• Monitor select security cameras when clients are meeting with onsite staff.
• Maintain and update procedures within the Reception job manual; communicate changes to the Resource team.
• Participate in training for new Reception and Resource team members, including delivering training, providing feedback, identifying future training needs, and training on specialized equipment.

Office Services Responsibilities:

• Assist with processing incoming and outgoing Canada Post mail, including triaging, date‑stamping, internal sorting, logging shipments, and preparing outbound courier items using courier software.
• Support internal print jobs and high‑volume mailing requirements.
• Maintain office supply inventory, issue supplies to staff, and report when stock requires replenishment.
• Monitor and support the Office Services Helpdesk inbox by responding to requests as needed.
• Operate mailroom equipment, including inserters, postage machines, poly‑strapping machines, and weigh scales.
• Coordinate with the Facilities team on deliveries and shipments.
• Participate in training new Office Services and Resource team employees on all aspects of the role.
• Maintain and update procedures in the Office Services job manual and ensure changes are communicated to the Resource team.

Digital Imaging Responsibilities:

• Sorts incoming mail and scans documents to appropriate departments as needed.
• Retain hard copies for the required retention period and arrange for shredding when appropriate.
• Responds to document retrieval requests promptly.

Let’s Talk

About You:

This is the unique blend of skills and experience we would love to see in an ideal candidate:

• Secondary school diploma.
• Experience as a receptionist required, experience in a mailroom environment is preferred
• Strong communication skills, including a professional and pleasant telephone manner and the ability to interact effectively with all levels of internal and external stakeholders.
• Strong time‑management and organizational skills to manage competing priorities.
• Intermediate or better knowledge of Microsoft Office Suite applications.
• The ability to communicate in French is considered an asset.

Working Conditions:

• Front reception desk, mailroom and general office environment.
• Must be able to lift 30lbs.
• Onsite position, Monday to Friday 8am-4pm.
• May be required to work overtime as business needs require.

We also consider your potential. If you know you have what it takes to do the job, but your experience doesn’t exactly match the qualifications above, we encourage you to apply and…