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Administrative Assistant

3 months ago

Québec, Quebec, Canada SYSTRA Full time

Country/Region:
CA- Field: Support & transversal- Location: Montreal, CA- Type of Contract: Permanent- Level of experience: 00-02 years- Job number:

  • SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures.
SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods:

feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.

_

About SYSTRA Canada
SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader

in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm who is dedicated

to transportation solutions, whether for passengers or goods.

Imagining and implementing the safest, most efficient, and economical tailor-made transport solutions:
this is what guides us daily. Thanks to the know-how of our 7500 experts, we are involved in all phases

of transport projects:
Preliminary and design studies, construction phases, test and commissioning, operation, and maintenance.

Our engineers work with passion to provide people around the world with the opportunity to move freely

every day. They are men and women who put all their business expertise and human qualities to work to

transform the world through innovative means of transport. Join them and let's invent tomorrow's public transport together.

SYSTRA's ambition is to be the benchmark for transport solutions and an opinion leader in mobility.

Role and responsibilities

  • Secretariat: printing, scanning, and formatting of various documents.
  • Receiving and distributing mail, attendance at reception.
  • Support to the HR department: letters, calls, filing, data entry,
  • Support to the accounting department: archives, banking, invoices, PO creation

In more detail, you will have the following tasks:

  • Greet guests as they arrive at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and transfer incoming phone calls, take messages for senior management when calls come through main number.
  • Organize courier pick ups and deliveries (Montreal and Toronto)
  • Ensure that the reception area and conference rooms are neat and presentable, with all necessary stationery and materials (e.g., pens, forms, water and brochures)
  • Ensure that kitchen area is neat, clean, and stocked with necessary supplies such as coffee, sugars etc.
  • Order in office catering
  • Maintain office security by following security procedures and controlling access via the front desk (monitor logs, issue visitor badges)
  • Order office supplies, coffee and maintain inventory.
  • Arrange travel and accommodations and prepare visa requests (occasionally).
  • Perform other receptionist duties such as filing, photocopying, transcribing, translation.
  • Any other related duties.

Qualifications

Education:
A DEP or DEC in secretarial or office management;

Years of experience:
At least 1-year experience as a receptionist, secretary, or other related field

Technical competencies:

  • Proficiency in Microsoft Office Suite (Outlook, Word, Powerpoint, Excel)

Personal & soft skills:

  • Handson experience with office equipment (e.g. fax machines and printers)
  • Professional attitude and appearance
  • Strong written and verbal communication skills in English and in French
  • Ability to be resourceful and proactive when problems arise
  • Excellent organizational skills
  • Multitasking and time management skills with the ability to prioritize tasks
  • Customer service attitude
  • Maintain a high level of confidentiality

Employment terms and conditions

Contract nature:
Permanent - Full Time - In Person

Location:
Montreal - Canada

Division:
Support

Reports to:
Assistant to the President

Remuneration:
Based on profile

_Note_:

This job description is intended to provide an indication of the nature and levels of work, knowledge,


skills, abilities, and other essential functions to be carried out as part of fulfilling the role mentioned in the job title.


  • SYSTRA Canada is committed to having a diverse and inclusive workforce._
  • Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine._