Bilingual Senior Service Representative

1 week ago

Montreal, Quebec, Canada BeachHead Inc. Full time

Integrity, knowledge, imagination, skill, diversity and teamwork, do you hold them all? Do you have ideas and ideals? Are you a great advisor and a coordinator? Are you a versatile self-starter who can adapt quickly to new environments? Then, Apply Now

Working with one of the top financial clients this role calls for a Bilingual Senior Service Representative who will be responsible for performing a variety of administrative and clerical tasks, financial and human resources administration and providing professional support to their manager and their direct reports. This candidate will provide general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
Responsibilities:
  • Supports the execution of strategic initiatives; including tracking metrics and milestones
  • Builds effective relationships with internal/external stakeholders
  • Analyzes data and information to provide insights and recommendations
  • Leads the planning, coordinating, and implementing department events
  • Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group
  • Coordinates and monitors budgets and reporting on results vs. budget
  • Provides coaching and mentoring to more junior administrative assistants to support them in developing the capability to carry out current job accountabilities
  • Manages and monitors calendars and upcoming events
  • Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
  • Supports the coordination and implementation of department events
  • Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
  • Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures)
  • Dispatches outgoing communications
  • Answers central phone line, responding to and resolving/escalating inquiries
  • Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
  • Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget
  • Makes travel arrangements, booking flight/hotel reservations as needed
  • Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building-related matters including incoming/outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
  • Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)
  • Collaborates with internal and external stakeholders to deliver on business objectives
  • Organizes work information to ensure accuracy and completeness
  • Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees
  • Analyzes issues and determines next steps
  • Broader work or accountabilities may be assigned as needed
Desired Skill Set:
  • 3-5 years of experience in an administrative/professional support function
  • 3+ years of experience in customer service and/or 5+ years of experience in an administrative role
  • Experience with Salesforce
  • Proficient in MS Suite (Outlook, Excel, etc.)
  • Bilingual (fluent in French and English – both written and verbal)
Nice To Have:
  • Former banking / FI experience
  • Concur experience
BeachHead is an equal opportunity agency and employer. We advocate for you and welcome anyone regardless of race, color, religion, national origin, sex, physical or mental disability, or age. #J-18808-Ljbffr

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