Administrative Assistant/Receptionist, Ottawa

About Asbex Ltd.

Founded in 1989, Asbex Ltd. has two divisions, Heritage Grade and Asbex Environmental Contractors. Heritage Grade is one of Canada's leading heritage restoration companies performing heritage and conservation projects on heritage buildings and monuments throughout Canada. From Parliament Hill in Ottawa to Confederation Hall in PEI, Heritage Grade has restored many of the most iconic and historically significant buildings and monuments in North America. Asbex Environmental Contractors has quickly grown to become the Ottawa region's leading environmental contractor. Asbex Environmental Contractors' top-quality services have allowed us to develop a high level of expertise in abatement services. Having successfully completed over 10,000 projects in the last 22 years, Asbex is committed to excellence.

Why Asbex Ltd.?

You will have the opportunity to be part of a team working on some of the most challenging and high-profile restoration projects in Canada. You will be in a highly collaborative work environment where we take safety and compliance very seriously, and we invest heavily in advanced training programs for all our staff and workers.

This job posting is for a full-time salaried position as a result of an impending retirement.

POSITION SUMMARY

The Administrative Assistant at the Ottawa location performs all administrative duties for the accounting and project management departments from the Reception Desk under the direction of the VP, Administration and Shared Services.

KEY RESPONSIBLITIES & DUTIES

1. Greet all visitors.
2. Answer calls and directs clients accordingly.
3. Provide administrative support to the Vice President by organizing the incoming flow of work.
4. Provide general administrative support, including mailing, scanning, and faxing to the accounting and project management departments.
5. Provide ongoing communication with project managers, subcontractors, and other external entities regarding accounting issues.
6. Schedule meetings and appointments.
7. Order office supplies and track related expenditures to ensure there is adequate stock of all office and general supplies for the Ottawa location.
8. Ensure proper authorization, coding and data entry into the accounting system for accounts payable.
9. Perform other administrative tasks relevant to smooth operations and administration of the business.
10. Maintain an organized filing system.
11. Prepare presentation materials or documents, as required.
12. Separate and distribute incoming and outgoing mail and couriers.
13. Other responsibilities and duties, as required.

QUALIFICATIONS

Education:

• High School Diploma completed.
• Completion of a post-secondary program in an administrative field of study is an asset.

Other Experience or Training:

• High School Diploma, plus 1 year of administrative experience.
• Good knowledge of relevant legislation Health & Safety is a strong asset
• Experience in a Head Office for a construction company is an asset.

Technical Skills:

• General computer skills including MS Office and Google Docs.

Other Minimum Qualifications:

• Excellent communication skills, written and verbal, in English is mandatory.
• Ability to communicate in French is preferred.
• Strong organizational skills.
• Able to work well independently and as part of a team.
• Ability to think on feet / problem solve.
• Proactive and works well under pressure with a high degree of accuracy and attention to detail.
• Understands and respects Health and Safety at the workplace.
• Excellent customer service skills.
• Available for overtime, when required.
• Able to pass a criminal records check.

If you have the passion, skills and experience that Asbex is seeking, we invite you to apply online by August 21, 2026. Asbex Ltd. is an equal opportunity employer and welcomes all qualified candidates.

Heritage Grade and Asbex Environmental Contractors, divisions of Asbex Ltd. focus their efforts on the growth and development of Indigenous People in the construction industry and encourages Indigenous People to self-identify when applying to any job opportunities so we may support them.

Note: Criminal record checks will be required of the successful candidate prior to hiring and is an ongoing requirement for Security Clearances.

Asbex is committed to providing accommodation for applicants with disabilities during all parts of the hiring process, upon request. If contacted, please advise us if you require any accommodation.

Thank you to all applicants in advance. We will be in contact only with those selected for an interview.