Bilingual Receptionist​/Sales and Service Administration Representative

Orbit Shared Services  Ottawa, ON

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 forthe work they do, supportedasthe people they are, and included in thevery fabric of the organization: they bringtheirbestto work every day. And that's why we mean itwhen wesay we put our people at the centreofeverything 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 Manager, Shared Services, you’ll be responsible for properly portraying Orbit’s professional image both over the telephone and in person with clients and visitors, and administratively. This includes being responsible for providing information and administrative support to management, and Sales and Service Representatives to enhance the effectiveness of the organization.

The core parts of your role will be to:

Greet visitors in person or over the phone and handle inquiries or direct them to the appropriate personnel.

Process daily correspondence, including reviewing, sorting, scanning, and routing incoming documents.

Initiate communication when required regarding incoming correspondence.

Ensure insurance policy documentation is batched and scanned daily to the appropriate client file within the Broker Management System (BMS).

Organize departmental tasks by managing incoming correspondence and forwarding cheques to appropriate insurance carriers.

Forward after-hours messages to the appropriate department via email.

Authorize receipt of special deliveries and distribute documents to relevant personnel.

Accept client payments and apply them accurately.

Order and maintain supply levels for various departments.

Perform bank runs and deposits, as needed (based on office location).

Qualify leads and collect data for sales teams.

Provide quality customer service by adhering to service standards and maintaining confidentiality.

Respond to verbal and written inquiries from internal and external clients with accurate information and timely resolutions.

Address customer and third-party requests, including contacting clients for additional information.

Assist walk-in clientele and return messages promptly.

Process account changes, such as billing adjustments, directly on the carrier's online system, ensuring compliance with binding requirements and client payment history.

Handle policy cancellations and reinstatements as requested by members or underwriters.

Manage office supplies to ensure inventory levels are maintained for all departments.

Maintain strict confidentiality to protect client and organizational information.

Perform additional administrative duties as assigned, within the scope of the role.

Let’s Talk About You:

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

Exceptional communication skills with the ability to effectively interact with internal and external clients at all levels.

Strong time management and organizational skills to handle multiple priorities efficiently.

Proficient in Microsoft Office Suite applications at an intermediate level.

Experience with Applied Epic system is considered an asset.

Fluency in French is considered an asset.

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 provide us with more details about why you think you would be a great fit.

Working Conditions:

On-site work is required, five days a week.

Able to lift 30lbs

Flexibility to work overtime when needed.

Availability to work on Saturdays and evenings as required.

Some of the Perks We Offer:

We offer best-in-class pension and benefits, total reward programs and comprehensive mental wellness supports to set you up for every success in and…