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? So glad you asked! Opti9 is a top hybrid cloud solutions provider. We’re committed to delivering industry-leading solutions to our customers based on their unique business needs. For those looking to the public cloud, we’re an AWS Advanced Consulting Partner and Certified Solution Provider focused on migration, optimization, transformation, and cloud-first application consulting. We also specialize in managed cloud, backup, and disaster recovery.   

We have a fun, casual culture that embraces fresh ideas and innovation. We’re customer-driven and are looking for authentic and accountable team players to collaborate with us to reach our goals.  

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?   

• PTO   

• Medical/Dental/Vision Insurance   

• Retirement plan with company match  

• Casual atmosphere   

• Recognition Programs  

• EAP benefits 

• Group Volunteer Opportunities   

• Healthy Rewards Program   

• A great place to spend most of your time! 

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.