Office Coordinator position
Essential Functions: Reporting to the VP of Operations
Office Management
· Provide outstanding customer service for visitors and all employees
· Oversee and manage all expenditures and invoicing as well as partnering with the finance team for additional requests (along with all related processes and documentation management)
· Plan and organize office events and actively drive the center of culture in accordance with our core values and guiding principles
· Maintain and organize inventory, order supplies, and hardware
· Acquire snacks and other supplies for the office on a regular basis
· Coordinate office events such as lunches, visitor meetings, get-togethers, awards, etc. as directed
· Active member of social and health and safety committee
· Maintain a professional work environment in alignment with KPI Digital culture
Support to Management Team
· Provide outstanding levels of administrative support to the management team
· Proceeds with all administrative tasks and support for the VP of Operations, HR Director, and Management Team
· Assist in the management of travel requests and expenditures which include (flights, hotels, rental cars, meals, and entertainment expenses) and tracking
· Organizes meetings with Management and assists as needed
· Prepares presentations, agendas, and/or projects for Management as required
· Assists other departments and colleagues upon request
Employee Support
· Responsible for new employee’s desk set up, orientation, and ordering of business cards
· Support in managing and responding to employees’ requests regarding benefits
You will be required to be present in the office in order to manage all your duties.
Minimum Education/Skills:
Minimum 3 years of experience in an administrative or customer service-related position.
· Bilingual (English and French)
· Dynamic, pro-active, good communication and customer service oriented
· Good learning, superior organizational and time management skills
· Energetic, hard-working, great attitude, sense of urgency, team player, able to multi-task
· Reliable, resilient, dedicated, and willing to learn
· Professional, courteous, and cooperative
· Strong ability to prioritize, organize, problem-solve, and meet deadlines and goals
· Prior experience in an Administrative, Receptionist or Customer Service-related role supporting technical and management-level employees preferred
· Proven experience serving in executive admin function highly desired.
· Previous experience planning events and managing calendars, appointments, and meeting rooms
· Excellent proficiency in MS Office and MS Excel is required
Benefits
· The opportunity to join and grow an ever-expanding professional network of high-profile clients and reputable colleagues.
· Competitive merit-based compensation
· If you plan to go to the office, free use of the gym within the building, a full kitchen with snacks, treats, espresso, etc.
· Free Parking available on the premises
· Casual work environment
· Great vacation and personal days package
· Group insurance benefits
This is a hybrid position and all candidates must live in the greater Montreal area.
Poste de coordonnateur de bureau
Fonctions essentielles : Relève du vice-président, Opérations
Gestion de bureau
· Offrir un service à la clientèle exceptionnel aux visiteurs et à tous les employés
· Superviser et gérer toutes les dépenses et la facturation, et collaborer avec l’équipe financière pour les demandes supplémentaires (ainsi que tous les processus et la gestion de la documentation connexes)
· Planifier et organiser des événements au bureau et promouvoir activement le centre de la culture conformément à nos valeurs fondamentales et à nos principes directeurs
· Tenir à jour et organiser les stocks, commander les fournitures et le matériel
· Acheter régulièrement des collations et d’autres fournitures pour le bureau
· Coordonner les activités du bureau comme les déjeuners, les réunions avec les visiteurs, les rencontres, les prix, etc., selon les directives
· Membre actif du comité social et du comité de santé et de sécurité
· Maintenir un environnement de travail professionnel conforme à la culture numérique des IRC
Soutien à l’équipe de gestion
· Fournir un soutien administratif exceptionnel à l’équipe de direction
· Effectuer toutes les tâches administratives et apporter son soutien au vice-président, Opérations au directeur des RH et à l’équipe de direction
· Participer à la gestion des demandes de voyage et des dépenses (vols, hôtels, location de voitures, repas et frais de représentation) et au suivi
· Organiser des réunions avec la direction et aider au besoin
· Préparer des présentations, des ordres du jour et/ou des projets pour la direction, au besoin
· Aide d’autres services et collègues sur demande
Soutien aux employés
· Responsable de l’installation, de l’orientation et de la commande des cartes professionnelles des nouveaux employés
· Participer à la gestion des demandes d’avantages sociaux des employés et y répondre
Vous devrez être présent au bureau afin de gérer toutes vos tâches.
Études et compétences minimales :
Au moins trois ans d’expérience dans un poste administratif ou lié au service à la clientèle.
· Bilingue (anglais et français)
· Dynamisme, proactivité, bonne communication et souci du service à la clientèle
· Bonnes compétences en matière d’apprentissage, d’organisation et de gestion du temps
· Énergique, travailleur, attitude exemplaire, sens de l’urgence, esprit d’équipe, capacité à effectuer plusieurs tâches en même temps
· Fiabilité, résilience, dévouement et volonté d’apprendre
· Professionnalisme, courtoisie et coopération
· Solide capacité à établir des priorités, à organiser, à résoudre des problèmes et à respecter les délais et les objectifs
· Expérience préalable à un poste administratif, de réceptionniste ou de service à la clientèle, à l’appui d’employés techniques et de direction souhaitée
· Expérience avérée au sein d’une fonction administrative de direction hautement souhaitée.
· Expérience préalable de la planification d’événements et de la gestion de calendriers, de rendez-vous et de salles de réunion
· Excellente maîtrise de MS Office et de MS Excel
Avantages
· L’occasion de rejoindre et de développer un réseau professionnel en constante expansion de clients de premier plan et de collègues réputés.
· Une rémunération au mérite concurrentielle et des primes qui récompensent rapidement les membres passionnés et motivés de l’équipe.
· Si vous prévoyez vous rendre au bureau, utilisez gratuitement le gymnase de l’immeuble, une cuisine complète avec collations, friandises, expresso, etc.
· Accès facile au stationnement gratuit
· Milieu de travail décontracté
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