Sales and Office Administrator

Is this you? Are you an experienced Administrative Professional with an eye for detail and an enthusiasm for getting things done efficiently? Do you tell people that you're the glue that holds things together? Are you friendly, calm under pressure and ready to support a sales team in the fast-paced, non-stop world of IT? Come work for a dynamic and growing technology company where a focus on people and results creates a fun work environment with excellent benefits and perks!

Who are we? Glad you asked! Opti9 is a trusted cloud solutions provider committed to delivering industry-leading, tailored solutions that meet the unique needs of businesses across a wide range of industries. Our expertise includes managed cloud, backup and replication, disaster recovery, security, and Microsoft 365 solutions. In the public cloud space, we specialize in migration, optimization, transformation, and cloud-first application consulting.

What sets us apart? A fun, casual, and collaborative culture that embraces fresh ideas, innovation, and a strong customer-first mindset. At Opti9, we work hard, support each other, and never shy away from a challenge. We believe in balancing results with a positive team spirit—and we're always on the lookout for authentic, accountable individuals who are ready to grow with us and make an impact.

What would you do?

Whether it's taking care of vendor requests, processing orders, data entry, greeting office visitors, or restocking supplies, our Sales and Office Administrator is the one crossing the T's and dotting the I's to ensure nothing is overlooked. The person in this role will need to be a masterful problem-solver and an organizational force able to prioritize multiple tasks throughout the day.

Experience supporting multiple sales executives is essential, as you'll be taking on a broad span of responsibilities in this role. Additionally, the ideal candidate will have experience with Salesforce and will be superb at building relationships with our team.

Primary Responsibilities:

• Work in conjunction with our US team to maintain accurate sales data in Salesforce and Kissflow

• Process vendor requests, prepare quotes for sales opportunities

• Assist with order placement, tracking, and coordination with vendors

• Manage shipping and receiving logistics, ensuring timely deliveries

• Support the renewals process to include data gathering and documentation

• Be a proficient, helpful and positive presence at the office

• Answer the main phone line and direct calls appropriately

• Create great first impressions to all our customers and guests

• Sort incoming and prepare outgoing mail and deliveries

• Organize, order and stock supplies in kitchen, bathroom, conference rooms, etc.

• Adhere to budget when ordering supplies, catering, pantry items for office

• Assist with meeting preparation including set-up, tear down, clean up

• Handle all office equipment maintenance and service requests

• Review, edit and format drafts and finalized materials ensuring completeness, accuracy, compliance with policies and procedure and appropriate English usage including grammar, punctuation and spelling

Ideal candidates will have:

• 2+ years of experience in an administrative or sales support role

• In depth knowledge of Microsoft Office 365

• Proficiency in Salesforce and Kissflow

• Strong calendar management skills, including the coordination of complex executive meetings and scheduling across numerous contacts

• Know-how to coordinate several tasks/projects at once and pivot priorities easily

• Capability of managing their workload and prioritizing tasks

• Outstanding communication, problem solving and organization skills

• Dedication and self-motivation

• Computer proficiency and ability to navigate through various web-based platforms with limited guidance

• Experience responding quickly to requests and adjusting schedules on the fly to accommodate executive needs

• An enthusiastic and friendly personality with exceptional customer service skills

• The ability to identify problems and find creative solutions

• This is not a remote position; applicants must be willing to work on location in our Ottawa office

What do you get from us?

At Opti9, we believe work should be more than just a job—it should be a place where you feel valued, supported, and excited to grow. When you join our team, here's what you can expect:

• Paid Time Off – Generous PTO and paid holidays so you can recharge, take care of what matters, and bring your best self to work

• Health & Dental Coverage – Comprehensive insurance plans to keep you and your family healthy including EAP benefits

• Wellness Reimbursement – An annual benefit to support your physical and mental well-being, covering a wide range of health-related expenses

• Retirement Plan with Company Match – Invest in your future with our matched retirement savings program

• Casual, Supportive Culture – We keep things laid-back but focused, with a strong emphasis on teamwork and accountability

• Recognition & Rewards – We celebrate wins and recognize contributions with regular programs that highlight your impact

• Professional Development – Access learning opportunities, training programs and support for certifications to help you grow your career

• Give Back Together – Participate in group volunteer opportunities and community initiatives that align with our values

• A Place You'll Want to Be – We're building a team of great people doing meaningful work—and we have fun doing it

Opti9 provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, or any other legally protected characteristic.

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