office administrator

Company background (SINIX Group) Founded in Ottawa in 2012, SINIX Group ("SINIX") is an innovative, diversified commercial manufacturer delivering printed graphics, trade show systems, branded merchandise, custom signage, digital displays, and related production and installation services to business, institutional, and public sector clients. If it has a surface, we can print on it. Our team has had the privilege of supporting nationally recognized live events and festivals such as the Grey Cup, the JUNO Awards, the Canadian Tulip Festival, and Capital Pride, while also producing work for municipalities, healthcare organizations, educational institutions, the Canadian Armed Forces, and businesses across Canada. Over the years, our commitment to talent, innovation, and agility has earned both our CEO and the company multiple business achievement awards and media recognition for excellence, innovation, growth, customer experience, and community impact. As part of our continued growth, SINIX is preparing to move from our current location at 27-2100 Thurston Drive (Ottawa ON) to a significantly larger production and signage fabrication facility near Bank Street and Prince of Wales Drive (Nepean) in a few weeks (the location has OC Transpo bus stop 14 in front of it). Our entire team will now be based at the same location in Nepean. Come join us during this exciting phase of our evolution! With continued investment in people, technology, and production capacity, we are building a workplace where innovation, craftsmanship, and collaboration continue to thrive. Job Summary The Office Administrator is the first point of contact for customers and visitors. This role involves managing the reception area, answering phone calls and emails, assisting customers with printing inquiries, coordinating with the production team, and performing general administrative duties. Key Responsibilities * Welcome customers and visitors in a professional and friendly manner. * Answer and direct incoming phone calls and emails. * Receive printing inquiries and provide basic information about products and services. * Forward quote requests to the estimating team. * Process payments and issue receipts or invoices when required. * Data entry for incoming vendor bills into accounting software (light bookkeeping duties) * Help administrate payroll system as needed (helping track PTO, etc.) * Follow up with customers regarding overdue invoices and outstanding payments in a professional and courteous manner. * Contact customers by phone or email to remind them of payment due dates and arrange payment when necessary. * Maintain accurate records of payment follow-ups and communicate any collection issues to management. * Maintain filing systems and customer records. * Receive, distribute incoming mail and courier deliveries. * Maintain a clean, organized, and welcoming reception area. * Perform other administrative tasks assigned by management. * Coordinate and schedule internal and external meetings on behalf of management * Help maintain internal calendars and assist with scheduling priorities, appointments, and recurring meetings * Assist management with light executive support, including scheduling, correspondence, document preparation, and coordination of occasional travel or company events * Help plan and coordinate internal corporate events to continuously improve corporate culture Skills and Competencies * Excellent verbal and written communication skills * Strong customer service and interpersonal skills with a professional and approachable manner * Good organizational, time-management, and multitasking abilities * Demonstrated ability to prioritize tasks, manage competing deadlines and follow through on commitments * High level of attention to detail and accuracy * Sound judgment and discretion when handling confidential employee, customer, financial, and management information * Proficiency with Microsoft Office, email, shared calenda