Receptionist and Office Support

4 weeks ago

Montreal, Canada Fednav Limited Full time

Fednav, headquartered in Montreal, is the largest international dry bulk shipping group in Canada engaged in worldwide ocean transportation. Fednav has five international offices established on four continents. Founded in 1944, we are a driven, innovative, and respected organization committed to our employees and customers.

We are currently seeking a Receptionist and Office Support. In this role, you will be responsible for handling day-to-day activities regarding the main lobby reception area and supporting the teams in various administrative tasks.

Location: Head office in Montreal

Work hours: Monday to Friday from 8:00 a.m. to 5:00 p.m. (In-person)

WHAT YOU'LL BE DOING | THE ROLE

Key responsibilities:

To handle the day-to-day activities regarding the main lobby reception area.

Reception:

  • Greet, direct visitors, and ensure that the Visitor’s Log is accurately completed.
  • Answer and transfer calls to appropriate departments.
  • Assist guests - advise employees of guests’ arrival.
  • Control music at reception and washrooms.
  • Conference room reservations.
  • Prepare conference rooms for meetings.
  • Ensure all conference rooms are clean after meetings.
  • Oversee cleanliness of the executive kitchen.
  • Clean all whiteboards in conference rooms first thing in the morning and ensure rooms are clean and organized.
  • Make sure the coffee bar and coffee stations are cleaned and well-stocked daily.
  • Prepare and send courier.
  • Create and maintain Excel spreadsheets.
  • Place supplies orders.
  • Be the main contact for the Corporate Services team.

Administration:

  • Support the teams in various administrative tasks and respond to numerous ad hoc daily requests.
  • Prepare correspondence, memoranda, various templates and forms, PowerPoint presentations, and maintain Excel spreadsheets.
  • Assist in new employees' onboarding process.
  • Assist in catering orders and organizing company events.
  • Maintain and complete Corporate Services expense reports.
  • Organize and file records.
  • Participate and assist with the health and safety of the office.
  • Oversee service requests.
  • Oversee records management inventory (delivery, pick up, destruction).
  • Assist manager with reports, spreadsheets, and power point presentations.

WHAT YOU BRING | THE PERSON

The ideal candidate has:

  • Post-graduate degree in Administration, secretarial study or a combination of education and relevant experience.
  • Oral and written communication skills in both English and French.
  • Proficiency with MS Office suite, Acrobat Reader, including table creation, mail merges, and basic formatting.
  • Experience in calendar management (Outlook).
  • Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar).
  • A friendly, polite, customer-service oriented and professional manner.
  • High collaboration and a team player approach.
  • Ability to work well with minimal supervision.
  • Problem-solving and multitasking abilities.
  • Ability to work with sensitive or confidential material.
  • Effective interpersonal skills and telephone etiquette.
  • Time flexibility.
  • Able to organize their daily schedule.
  • Proactive.

Honesty, integrity, commitment to professional excellence, regard for employees and
corporate responsibility define our values.

Job Type: Full-time

Benefits:

  • Commuter benefits
  • Company events
  • Language training provided
  • On-site gym
  • Vision care

Schedule:

  • Monday to Friday

Education:

  • Secondary School (preferred)

Experience:

  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year (preferred)

Work Location: In person

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