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Administrative Assistant

2 months ago

Montreal, Quebec, Canada BFL Canada Full time

About the Role

We are seeking a highly skilled and organized Administrative Assistant / Bookkeeper to join our team at BFL Canada in Montreal. As a key member of our office, you will provide administrative support to our Chief of Staff and contribute to the smooth operation of our business.

Key Responsibilities

  • Manage the maintenance of our real estate properties, ensuring timely and accurate record-keeping.
  • Collaborate with our bookkeeper and accounting team to maintain up-to-date financial records and reports.
  • Process and follow up on invoices for all real estate projects, ensuring timely approval and payment.
  • Prepare and submit expense reports, ensuring accuracy and compliance with company policies.
  • Compose, format, and edit business documents, letters, and reports in both official languages, as required.
  • Coordinate on-site and off-site meetings and events, including logistics, communications, and RSVPs.
  • Assist with meeting and event planning, ensuring timely and effective execution.
  • Ensure timely follow-ups and maintain accurate records, keeping all files up to date.
  • Handle incoming phone calls and distribute mail, providing exceptional customer service.
  • Maintain a close and responsive relationship with our Chief of Staff, ensuring seamless communication and support.
  • Work collaboratively with our Chief of Staff to document strategic direction and ensure timely follow-up with stakeholders.
  • Attend Board meetings, take minutes, and distribute reports to all Board members in a timely manner.
  • Implement and maintain an organized filing and document management system for both electronic and paper documents.
  • Assist in building and maintaining our Customer Relationship Management (CRM) model, ensuring it remains up to date and accurate.
  • Manage housekeeping staff, ensuring a clean and organized work environment.
  • Provide backup support to our Chief of Staff during holiday periods and as needed for overflow functions.
  • Exhibit discretion and maintain confidentiality in all matters and conversations, adhering to our company's non-disclosure agreement.
  • Participate in various projects and tasks as needed, demonstrating flexibility and adaptability.

Requirements

  • 5-10 years of experience in a similar administrative or bookkeeping role.
  • College diploma in Administration and/or Accounting.
  • Proven ability to work in a family environment and maintain confidentiality.
  • Excellent customer service and follow-through skills.
  • Ability to work independently and as part of a team on special and ongoing projects.
  • Bilingual with strong verbal and written communication skills in French and English.
  • Excellent knowledge of the MS Office Suite (Excel, Outlook, and Word).
  • Knowledge of Quickbooks and/or other accounting software.
  • Strong analytical and problem-solving skills.
  • Effective time management and organizational skills.
  • Flexibility to work after hours, as needed, to support occasional events.

About Us

BFL Canada is a leading insurance and consulting firm with a strong presence in Montreal. Our employees enjoy a dynamic and inclusive work environment, with opportunities for growth and development. We welcome and encourage applications from people with diverse abilities and backgrounds.

We are committed to fostering an environment that is diverse, equitable, inclusive, and accessible to all. Our diversity of talents enables innovation and creativity through diverse backgrounds, different thinking, and unique knowledge. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Offers of employment at BFL Canada are conditional upon satisfactory results of background verifications.