Office Coordinator

3 months ago

Montréal QC, Canada Via HFR Full time

At VIA HFR, we don't just build railroads; we shape the future of passenger transportation. We are committed to innovation, passenger safety and sustainable development. We're revolutionizing the rail industry in Canada.

Are you ready to take on an exciting challenge? Look no further: VIA HFR is looking for an Office Coordinator.

**The role**

We are looking for an Office Coordinator for our Montreal office. Reporting to the Director, Security, your role is to ensure the efficiency and fluidity of the office's daily operations, by welcoming visitors, managing meeting spaces and common areas, while supporting teams in their administrative needs. This role is 5 days a week, in person, at the office.

**The responsibilities**
- Greet and respond to visitor and customer requests.
- Handle incoming and outgoing mail, including welcoming delivery personnel and distributing parcels.
- Ensure proper organization of meeting rooms (reservation, preparation, equipment layout, etc.).
- Coordinate the scheduling of conference rooms in collaboration with the administrative support staff of the various teams.
- Help organize corporate and social activities as well as events throughout the year.
- Ensure the general cleanliness and orderliness of common work areas, including making sure the kitchen is clean and that dishes are not left lying around.
- Coordinate meeting rooms for executive and management meetings, including organizing catering services and ordering meals.
- Assist the various teams with various administrative tasks (document preparation, reservations, expense accounts, etc.).

**In support of the IT team**
- Coordinate team meetings.
- When necessary, assist the IT and Facilities Coordinator in managing office supply inventories, placing orders as required, and coordinating office maintenance services (repairs, cleaning, etc.).

**The requirements**
- Vocational diploma in secretarial, office automation, administration, or another related field.
- Minimum 3 to 5 years experience in a receptionist, administrative support or similar role.
- Proficiency in office automation tools, including Microsoft Office Suite.
- Excellent customer service skills.
- Ability to multi-task and work independently.
- Organizational skills and attention to detail.
- Sense of initiative and ability to exercise discretion.
- Excellent written and verbal communication skills in French and English.

**Why join our innovative team?**
- Group insurance that is fully paid for you and your family, including medical, dental, life, disability, etc.
- A pension plan and saving options (RRSP and TFSA).
- Flexible benefits: access to wellness and health accounts to support your lifestyle.
- Vacation based on experience, available as soon as you're hired.
- Incentive bonus program.
- Work in flexible hybrid mode.
- A work environment that encourages initiative, innovation and forward-thinking solutions.
- A unique opportunity to craft the future of transportation in Canada.

**We strive to create strong and diverse teams**

At VIA HFR, we believe in the strength of diverse teams. We aspire to offer an inclusive and equitable work environment where everyone can develop and flourish. We therefore invite all qualified individuals, whatever their identity or specificity, to apply. You can learn more about the whole project on our VIA HFR webpage.

Please let us know if you require any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

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