Coordonnateur.trice administratif.ve - Administrative Coordinator
About The Position
The Administrative Coordinator plays a key role in ensuring the efficient day-to-day operation of the Montreal office. Acting as a central point of contact for office administration, facilities coordination, vendor management, and employee support, this position contributes to a productive and professional work environment. The successful candidate will provide administrative support to leadership and staff, coordinate office logistics and events, manage vendor relationships, and assist with a variety of operational and accounting-related activities. This role requires exceptional organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a professional services environment.
Requirements
- High school diploma; post-secondary education in administration, office management, or a related field is considered an asset.
- Minimum of 3 to 5 years of experience in an administrative, office coordination, or office management role.
- Strong organizational and time-management skills with the ability to manage competing priorities.
- Excellent interpersonal, verbal, and written communication skills in both French and English.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience within a professional service, engineering, consulting, or similar environment is considered an asset.
- High level of professionalism, discretion, and attention to detail.
- Demonstrated initiative, problem-solving ability, and customer-service orientation.
- Driver’s licence and access to a car for the occasional local errand
Nice To Haves
- post-secondary education in administration, office management, or a related field is considered an asset.
- Experience within a professional service, engineering, consulting, or similar environment is considered an asset.
Responsibilities
- Ensure the smooth day-to-day operation of the office, including workspaces, kitchen facilities, meeting rooms, and common areas.
- Manage office supplies and equipment including printers, plotters, and alarm systems.
- Coordinate office maintenance requests and liaise with building management, contractors, and external vendors.
- Review and approve office-related invoices and monitor administrative service agreements.
- Coordinate meeting logistics, visitor arrangements, room bookings, and parking requirements.
- Organize office events, employee activities, and team gatherings.
- Support employee onboarding and offboarding processes in collaboration with Human Resources and Information Technology.
- Provide administrative support to leadership and office personnel.
- Maintain the office vacation schedule.
- Prepare, format, and distribute correspondence, reports, presentations, and other business documents.
- Maintain electronic and physical filing systems in accordance with company standards.
- Answer, screen, and direct incoming calls, emails, and inquiries in a professional manner.
- Support internal communications and ensure effective information flow within the office.
- Support basic accounting administration, including cheque deposits, expense reporting, invoice processing, and record maintenance.
- Monitor vendor information and documentation requirements.
- Attend monthly marketing meetings and coordinate local execution of corporate marketing initiatives.
- Maintain contractor and supplier information within ISNetworld to ensure compliance and accuracy for the Montreal office team.
- Participate in the health and safety committee and act as a first responder.
Benefits
- A dynamic and collaborative work environment with complimentary coffee, tea, fresh fruits, access to a pool table and beautiful view to the city
- Free parking
- Generous group insurance (medical, dental, disability, life, and travel insurance)
- Telemedicine service
- Employee assistance program
- Competitive compensation
- Opportunity to purchase company stock
- Retirement plan with employer contributions
- Continuing education and professional development
- Social activities
- A $200 annual allowance for sports activities
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Part-time
Career Level
Mid Level
Education Level
High school or GED
