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
BenefitsÂ
·      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 packageÂ
·      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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KPI Digital Solutions
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