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Procurement & Facilities Associate (Montreal)

4 months ago

Montréal, Canada Dialectica Full time

About Dialectica

Dialectica is a B2B information services firm that serves the world's top business professionals, by enabling them to gather real-time information and insights from industry experts across various markets, industries, and regions.

Driven by our mission to achieve unparalleled customer recognition, we are developing the most trusted and innovative knowledge-sharing platform in the world.

Dialectica has been recognized as one of Europe’s fastest-growing companies by the Financial Times for 4 years in a row, a Top Employer for Recent Graduates by The Career Directory in Canada and a Best Workplace.

We believe in supporting our people to do their best work and grow, and building a dynamic, empowering, and respectful workplace is core to our purpose: Accelerate the shift to a prosperous society by empowering better decision-making

With a global presence spanning 5 offices across 3 continents and a highly-trained team of over 1,000 employees, we are always looking for individuals who share our belief that our work transcends individual and organizational benefits, contributing significantly to the collective advancement of society. Our values serve as a mirror reflecting our culture and beliefs, defining not only who we are but also shaping how we work and what we stand for. These values include:

- Respect
- Teamwork
- Ownership
- Growth Mindset

**About the role**:
We are seeking a Procurement & Facilities Associate to join our Finance team Americas. A Procurement & Facilities Associate is responsible for ensuring the proper flow for all activities related to the day-to-day operations of our office and for acting as the first point of contact (front desk) for employees, visitors and vendors, He/She will also support finance and reporting activities by acting as the main contact with banks and employees.

**Responsibilities**:

- Manage general office needs including greeting visitors/employees, maintaining a stocked kitchen and ordering office supplies.
- Coordinate, and buy all the travels for the company.
- Answer the main office line and direct calls to the appropriate team member.
- Ensure the office space is organized and conference rooms are prepared for meetings.
- Respond to facility issues and coordinate with the building property management.
- Source vendors for onsite services and maintain vendor agreements.
- Coordinate and assist with office event planning.
- Assist HR and IT with onboarding and off-boarding tasks
- Assist Finance with credit card conciliation and receipts management
- Manage and oversee changes to the office (i.e. seating plan, office moves, new hire setups, etc.).
- Manage relationships with vendors, contractors, landlords in cooperation with finance and procurement team aligned to compliance practices.
- Coordinate office activities and operations to ensure efficiency and compliance of company policies.
- Serve as the point of contact for office and building management matters including maintenance, mailing, supplies, equipment, bills, and errands.
- Contact suppliers and support with procurement processes and contracts preparation.
- Purchase office supplies and process-related invoices and expenses, keep a relevant budget, organize receipts, allocate and file them accordingly.
- Identify office related/company-wide process improvements and projects to improve office operations.
- Handle highly sensitive and confidential matters relating to the daily activities of the company.

**Requirements**:

- At least 3 year of experience in Office Operations and Administration
- some background / experience in finance or accounting.
- Deep understanding of office facilities and maintenance (i.e. office, building etc.)
- Fluency in English and French.
- IT literacy; excellent use of Microsoft Excel, Word, Powerpoint and Gmail
- Proven customer service skills and proven ability to effectively communicate with internal and external stakeholders (i.e. clients, vendors)
- Hard-working attitude and ability to undertake a variety of office support tasks and work diligently under pressure
- Be organized and aim for perfection in all deliverables (i.e. office report, office expenses, budget etc.)
- Comfortable working with a high degree of attention to detail and discretion; ability to handle confidential information
- Strong prioritization, organization and time management skills including the ability to multitask while working within deadlines and time constraints

**Benefits**
- Be part of a creative, entrepreneurial and fast-paced team
- Learning and development programs (onboarding bootcamp, Mini-MBA program, step-up programs, foreign language courses)
- Competitive compensation schemes
- RRSP with employer match
- Comprehensive health coverage (life, medical, dental, vision, and employee assistance programs)
- Substantial Wellbeing program (allowance, flexible and volunteering days)
- High-performance, fun and vibrant culture continually enhanced through team bonding