Administration Representative

3 weeks ago

Montreal, Canada MEDLOG Transport & Logistics Full time

Contribution to MEDLOG CANADA

MEDLOG is a one-stop shop for global inland solutions. We dedicate ourselves daily to be the most customer centric, reliable and resourceful logistics and supply chain provider, engaged in providing customizable logistics solutions in order to help our customers get their goods to market rapidly and, in a cost, effective manner.

Position Summary

We are seeking a competent and proactive Administration Representative to join our team. The ideal candidate will be responsible for providing comprehensive administrative support to ensure efficient operation of the office. As an Administration Representative, you will play a key role in managing various administrative tasks, including but not limited to answering calls, greeting guests, maintaining office supplies, coordinating meetings, handling travel arrangements, and assisting with HR-related duties.

Key Accountabilities

Serve as the first point of contact for the organization by answering incoming calls and greeting guests in a professional and courteous manner.
Regularly assess space readiness, ensuring workspaces, conference rooms, and offices are safe and employee ready.
Monitor and maintain inventory of office supplies, including ordering and restocking as needed to ensure smooth office operations.
Schedule and coordinate meetings, conferences, and appointments for executives, including arranging necessary accommodations and ensuring meeting rooms are prepared.
Evaluate travel needs and preferences for the Managing Director and other managers, including booking flights, accommodations, and transportation arrangements. Ensure all travel plans align with company policies and budgetary guidelines.
Maintain accurate and up-to-date records and documents for executives, including correspondence, reports, and confidential files.
Assist the HR Manager with various tasks such as recruitment activities, HR events, and new hire onboarding processes. Coordinate schedules and logistics for interviews and training sessions as needed.
Perform basic data entry tasks as required, including updating databases, spreadsheets, and other documentation with relevant information.

Qualifications and Competencies

All MEDLOG Canada employees are expected to exhibit the MSC Values, striving to drive customer centric results in all interactions with colleagues and customers alike.

Proven experience in an administrative role, preferably in a fast-paced environment.
Excellent communication and interpersonal skills with the ability to interact effectively with employees, clients, and vendors.
Strong organizational skills with meticulous attention to detail.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Ability to multitask and prioritize workload effectively to meet deadlines.
Discretion and ability to handle confidential information with professionalism.
Flexibility and adaptability to handle changing priorities and responsibilities.
Bachelor’s degree in business administration or related field is preferred, but not required.

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