Administrative Office Coordinator

Description

• Welcome guests upon their arrival at the office and direct them to the appropriate people;
• Organize, maintain, and archive both physical and digital records to ensure information is up-to-date, accessible and compliant with company policies;
• Order and manage the inventory of supplies (office, kitchen, coffee, etc.);
• Update calendars, schedule meetings and events (“lunch & learn,” etc.);
• Answer, screen, and transfer incoming phone calls;
• Manage the complete business travel booking process, including liaising with travel agencies and internal clients, arranging bookings (trips, hotels, transportation tickets), creating and obtaining validation for POs, and ensuring all travel requirements are met;
• Organize the collection and delivery of mail, and coordinate courier services;
• Carry out various administrative tasks: filing, photocopying, transcription;
• Ensure the cleanliness and organization of the reception area, conference rooms, and kitchen;
• Control office access and ensure security in accordance with established procedures (security log, visitor badges);
• Maintain confidentiality regarding office information and activities;

Requirements

• Professional, friendly, and approachable.
• Clear verbal and written communication skills, both in French and in English*
• Resourceful and proactive problem-solver.
• Reasons for requiring bilingualism: You will have the opportunity to work with a varied clientele, including both French- and English-speaking companies. Bilingualism is therefore fundamental to building strong relationships with our customers, understanding their specific needs, communicating effectively in their preferred language and facilitating strategic meetings.
• Exceptional organizational and time management skills.
• Mastery of Microsoft Office Suite: Outlook, Word, PowerPoint, Excel.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance