Office Administrative Assistant Office Administrative Assistant

Nestle Operational Services Worldwide SA • Montreal, QC

1d • Onsite

About The Position

In this role, you’ll support the Office Operations Supervisor by handling day-to-day administration, coordinating suppliers and purchase orders, processing invoices, and helping prepare agendas, minutes, and presentations. You’ll also act as back-up reception—greeting and registering visitors, managing badges, answering emails, and booking meeting rooms—while supporting office services like supplies, meeting spaces, and event set-ups. The role is highly customer-facing and requires strong organization, discretion, and the ability to prioritize and multitask in a fast-paced office environment (on-site 5 days/week, 8am–5pm).This position is a brand-new role.

Requirements

• Bilingualism in English and French language skills are a requirement, as this position requires collaboration with stakeholders across the Canadian market
• Proficient with the Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Strong customer focus and service mindset
• Professional, courteous, and welcoming presence
• Ability to prioritize, multi-task, and meet deadlines in a fast-paced environment
• Strong attention to detail and accuracy
• Strong written and verbal communication skills
• Excellent organizational and time-management skills
• Strong teamwork and collaboration skills, with the ability to work across functions
• High level of autonomy and initiative
• Sound judgment, professionalism, and maturity
• Discreet, with the ability to handle sensitive information and maintain confidentiality

Responsibilities

• Open the office and check shared mailbox/SharePoint for overnight requests, updates, and priorities from the Office Operations Supervisor.
• Greet and register visitors, activate/deactivate badges in C-CURE 9000, and handle access-related requests with the security/access control partner.
• Respond to emails/calls, dispatch requests to the right team members, and keep stakeholders informed (maintenance schedules, closures, disruptions).
• Manage suppliers and purchase orders (create/track POs, follow up on deliveries/services, support vendor set-up as needed).
• Match and verify invoices against POs, resolve discrepancies, and submit for payment.
• Keep the office running: monitor inventory (supplies/coffee), set up daily employee breakfast, and ensure meeting rooms are ready and functional.
• Coordinate and support office/department events (monthly lunches, birthdays, invitations, room set-ups, and on-site logistics).
• Support office operations and facilities: coordinate technicians/contractors, escalate building issues to facilities management, and help with tracking/budget items (accruals/DFs) and reserved parking spots.

Benefits

• Excellent training and development programs as well as opportunities to grow within the company
• Up to 50% off – Nespresso Coffee Machine, Capsules and accessories
• Access to the Discount Company store with Nestlé, Nespresso, and Purina products (Located across various Nestle offices/sites)
• Additional discounts on a variety of products and services offered by our preferred vendors and partnerships

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed