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Office Coordinator

3 months ago

Montreal, Quebec, Canada LATYS Full time

Job Overview
We are currently seeking a full time Office Coordinator to join our team


Being the first point of contact for LATYS means you will have the opportunity to play an important role in welcoming guests and shaping their first impression of our company.

You will be reporting to the VP of Engineering and Operations and playing an integral part in assisting with the smooth day to day functioning of the office.

As well as to serve as a key member of the administrative team.

Some of the Receptionist/Office Coordinator responsibilities will include:

  • Answer calls respond to general inquiries, welcome & direct visitors.
  • Maintenance of the general office space including kitchen & meetings rooms to make sure they are functional, stocked, organized and tidy
  • Provide light admin support as required for the team. This would include handling mailouts (ex. Poste Canada, FedEx, etc.) receiving packages, distribute & accept mail /lunch deliveries
  • Order various supplies & items for the office. As well keeping inventory of stock.
  • Manage receipts and liaise with bookkeeper
  • Coordinating meetings with respect to time limits per meeting, as well as setup of conference & video calls & food offerings for partner meetings.
  • Coordinate & place food & drink orders for monthly in office events
  • Offer support to the executive team i.e. ordering lunch, booking restaurants, reserving conference rooms, assistance with meeting logistics and travel arrangements as required.
  • Support the VP of Operations in purchasing

Requirements:

  • Friendly, professional & customer oriented, able to communicate with suppliers
  • Ability to multitask & be solutions oriented, exercise prioritization, time management
  • Willingness to help others and strong sense of teamwork
  • Budget conscious
  • Strong communication skills
  • Highly organized with a keen attention to detail and surroundings with the ability to act accordingly and anticipate needs
  • Ability to exercise discretion, maintain confidential information and exercise independent judgment
  • Available to start immediately, in person presense in the office is a must

Qualifications

  • Previous experience in similar role
  • Excellent written/spoken skills in English
  • High school degree; additional certification in office management is a plus
  • Solid understanding of the day to day needs of an office space
  • Overseas supply management
  • Proficiency in Microsoft Office Suite
  • Hands on experience with office equipment (ex. printers)
  • Can handle fastpaced startup environment with short deadlines
  • Familiarity with LATYS products and technology

Some of things we offer are the following

  • Personal and professional development.
  • Opportunities to rapidly grow your network in academia and industry.
  • A diverse team with creative approaches to maintaining worklife balance.
  • An open space work environment where new ideas are born and nurtured every day.
  • Team building events and initiatives.