Office Coordinator

2 weeks ago

Montréal, Canada Cushman & Wakefield Full time

**Job Title**

Office Coordinator
**Job Description Summary**Principales responsabilités

Opérations du Bureau
- Assurer des tâches de soutien administratif pour le directeur général et / ou responsables de service
- Entrer les notes de frais
- Compléter la routine / correspondance, saisir des données, imprimer des lettres, imprimer des étiquettes, créer des lettres types, formater des documents et saisir des données, traduire de courts documents
- Soutenir les opérations de la salle du courrier (c.à-d. tri du courrier, machine à affranchir, télécopieurs et photocopieurs)
- Aider à la planification et à la coordination des préparatifs de voyage de base
- Organiser et assister aux réunions et événements internes au besoin
- Coordonner la restauration, l'espace de la salle de conférence, les invitations et autres activités de planification d'événements au besoin
- S'assurer que les politiques de l'entreprise sont suivies

Accueillir / diriger les visiteurs
- Communiquer avec le personnel des opérations, les courtiers et le directeur général concernant leur disponibilité
- Fournir une carte de stationnement / validation au besoin

Gestion / Administration des fournisseurs
- Gérer les achats et l'entretien des fournitures de bureau et de l'équipement de bureau (c.à-d. mobilier, équipement informatique, téléphones, services de collations, etc.) en passant commande via Workday, les achats ou un fournisseur externe
- Entrer tous les nouveaux fournisseurs locaux dans Workday et nettoyer les données, si nécessaire

Gestion des appels
- Répondre et filtrer tous les appels entrants et transmettre les messages pour deux bureaux.
- Communiquer des informations générales sur l'entreprise
- Communiquer avec le personnel des opérations, les salariés et le directeur général
- Traiter les appels avec discrétion à la demande du personnel des opérations, des salariés et du directeur général

Autres tâches administratives
- Travailler avec le directeur des opérations sur les questions de continuité des affaires
- Aide à l'intégration des nouveaux employés
- Cartes d’affaires
- Préparation documents (révision, impressions, reliure)
- Autres tâches assignées

Relations

Le poste reportera à la Directrice des opérations

Aptitudes:

- Gestion des coûts par rapport au budget, en gardant les écarts au minimum
- Attitude positive
- Professionnalisme
- Efficacité et fiabilité
- Organisation
- Service client et compétences relationnelles
- Rapidité et réactivité aux demandes et résolution des conflits

Expérience

L'expérience requise devrait inclure:

- Diplôme collégial de préférence
- Un minimum de 2 à 4 ans d'expérience en matière de soutien administratif
- Expérience à la réception est un atout

Compétences
- Bilingue français/anglais, compétence de base en traduction anglais-français est un atout
- Très bonne communication orale et écrite dans les deux langues
- Capacité à suivre les instructions et les procédures
- Capacité à traiter et à communiquer efficacement avec tous les niveaux de personnel et de direction
- Solides compétences de la suite Microsoft Office, la connaissance de Workday est un atout
- Connaissance des tâches administratives du bureau
- Bon jugement, tact et discrétion
- Key responsibilities

Office Operations
- Provide administrative support duties for Market Leader, and/or other department leaders
- Enter expense reports
- Complete routine/correspondence, enter data, print letters, print labels, create form letters, format documents, and input data
- Support mail room operations (i.e., mail sorting, postage machine, fax and copy machines)
- Assist in planning and coordination of basic travel arrangements
- Organize and assist internal meetings and events as required
- Coordinate catering, conference room space, invitations, and other event planning activities as needed
- Ensure company policies are followed

Greet / Direct All Visitors
- Communicate with operations staff, brokers, and Market Leader regarding their availability
- Provide parking pass/validation per request

Vendor Management / Administration
- Manage purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement, or outside vendor
- Enter all new local vendors into Workday and cleanse data, if required

Manage Phones
- Answer and screen all incoming calls and relay messages for 2 offices
- Communicate general company information
- Communicate with operations staff, fee-earners, and Market Leader
- Handle calls with discretion per the request of the operations staff, fee-earners, and Managing Principal

Other Administrative Duties
- Work with Operations Manager on business continuity issues
- Assistance with onboarding new employees
- Order business cards
- Document preparation (review, print, bind)
- Other duties as assigned

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