Office Coordinator

7 months ago

Montréal, Canada Allianz Trade Full time

**Job Purpose**: The Office Coordinator serves as a main point of contact, responsible for all administrative office duties, supporting the Allianz Trade in Canada Senior Leadership Team (SLT), working interdepartmentally to assist with tasks and projects, as required.

**Key Responsibilities/What You Do**:

- Process and distribute incoming/outgoing mail and courier shipments
- Translate English documents and correspondence to French
- Forward received documents and communication to be translated, to the appropriate contacts
- Coordinate and manage office operations and procedures
- Coordinating and scheduling conference calls and web meetings, internal and external meetings, off-site meetings, including; boardroom reservations and catering coordinating
- Assist with travel arrangements including; domestic and international travel
- Reviewing and processing expense reports
- Meetings minute-taking
- Prepare reports, spreadsheets, forms, memorandums and presentations
- Assist with processing invoices for payment
- Order and maintain inventory of office supplies
- Conduct research, compile information and date on various topics and provide recommendations
- Assist the Social Committee with event planning including; organizing and ordering supplies/materials
- Preparing invoice coversheet, obtaining proper signatures and submitting for processing
- Assist with any building maintenance issues and reporting to property management
- Compliance, Data Privacy Officer (DPO)/Data Privacy Champion (DPC) responsibilities for Canada
- Filing and maintaining the regulatory filings.
- Other duties and special projects as assigned and required within various departments

**Key Requirements/What You Bring**:

- Post-secondary degree
- 2-3 years of administrative and/or office experience required
- Finance experience preferred
- French proficiency, written and verbal required
- Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)
- Strong communicational, organizational and interpersonal skills
- Detail-oriented, managing multiple priorities in a fast paced, high volume environment.
- Ability to multi-task, work well under pressure maintaining accuracy and meet deadlines
- Maintain professionalism, confidentiality and handle sensitive information with discretion
- Experience with global travel arrangements preferred
- Strong problem-solving skills and ability to think critically

Allianz Trade in Canada, welcomes all applicants with disabilities and accommodations are available upon request.

Allianz Trade in Canada, is an equal opportunity employer that does not discriminate on the basis of; race, ancestry, place of origin, color, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.

**Objectif du poste**: Le(la) coordinateur(trice) de bureau est le(la) principal(e) point de contact, chargé(e) de toutes les tâches administratives de bureau, soutenant l'équipe de direction d'Allianz Trade in Canada, travaillant de manière interdépartementale pour aider à la réalisation de tâches et de projets, selon les besoins.

**Principales responsabilités / Ce que vous faites**:

- Traiter et distribuer le courrier entrant/sortant et les envois de courriers.
- Traduire en français les documents et la correspondance en anglaise
- Transmettre les documents reçus et les communications à traduire aux personnes de contact appropriées.
- Coordonner et gérer les opérations et les procédures du bureau
- Coordonner et programmer les conférences téléphoniques et les réunions en ligne, les réunions internes et externes, les réunions hors site, y compris la réservation des salles de conférence et la coordination des services de restauration.
- Aider à l'organisation des voyages, y compris les voyages nationaux et internationaux
- Examiner et traiter les notes de frais
- Scanner les chèques et envoyer les courriels à l'équipe régionale des comptes débiteurs.
- Rédaction des procès-verbaux des réunions
- Préparer des rapports, des feuilles de calcul, des formulaires, des mémorandums et des présentations.
- Participer au traitement des factures en vue de leur paiement
- Commander et tenir à jour l'inventaire des fournitures de bureau
- Effectuer des recherches, compiler des informations et des données sur divers sujets et formuler des recommandations.
- Assister le comité social dans la planification d'événements, y compris l'organisation et la commande de fournitures/matériels.
- Préparer la page de garde des factures, obtenir les signatures appropriées et les soumettre pour traitement.
- Aider à résoudre les problèmes d'entretien des bâtiments et en rendre compte à la direction de l'immeuble.
- Conformité, responsabilités du Data Privacy Officer (DPO)/Data Privacy Champion (DPC) pour le Canada
- Déposer et tenir à jour les dossiers réglementaires.
- Autres tâches et projets spécia

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