Receptionist and Administrative Assistant

15 hours ago

Montréal, Canada ACI World Full time

**Position Title**: Receptionist and Administrative Assistant
**Reports to**: Director Human Resources and Administration
**Location**: Montreal Office, this position requires 5 days/week in office
**Receptionist Function**:
Warmly welcome and greet guests upon arrival.
Ensure a positive and professional first impression.
Manage incoming traditional mail and ensure timely distribution to relevant departments.
Monitor and track inventory levels of office supplies, ensuring adequate stock is always maintained.
Place orders for office supplies based on established inventory levels and departmental needs.
Load/empty the dishwasher daily.
Set up the coffee machine and ensure the kitchen is neat and tidy.
Set up additional coffee and water machine stations in the home rooms
Assist in organizing and coordinating office events.
Manage the ordering process for staff business cards.
Coordinate and oversee routine office facility maintenance.
Manage and schedule reservations for conference rooms.
Set up conference room when need it and according to work requirements. This may include moving tables and chairs (on wheels).
Perform additional tasks as assigned.
**Admin Function**:
Extend administrative support to all departments, ensuring seamless coordination and assistance where needed.
Assistance in managing shared MS Outlook calendars to schedule meetings and other appointments.
Provide guidance and assistance to individuals seeking information on common inquiries.
Ensure accurate and efficient filing of documents for easy retrieval.
Periodically review and purge outdated records
Assist in creating, editing PPT presentations prepared by others
Handle sensitive information with the utmost confidentiality.
PO's creation through 'Concur Expense' tool
Management of vendors invoices through 'Concur Expense' tool
Updating documentation and ACI Gateway (internal SharePoint Intranet) when necessary
**Skills and Abilities**:
Possess a minimum College diploma or DEC.
Minimum of 4 years of proven administrative experience.
Experience with Concur (travel and expense management software) is a strong asset.
Strong organizational skills and the ability to multitask effectively.
Ability to exercise discretion and confidentiality.
Excellent time management, organizational, and multitasking skills.
Strong communication skills in English (French is an asset).
Attention to detail and problem-solving abilities.
**ACI Team Values**:
Collaboration
Innovation
Accountability
Integrity
Sustainability
What We Offer
Full benefits (health, vison and dental), including telemedicine
RRSP company matching contributions after 1 year of employment
4 weeks of vacation per year
Paid personal/sick days and mental health days (10- days every year)
Cell phone paid
Social events and recognition programs
Opus card discount
Training
Employee recognition and rewards
Tedy Wellness Spending Account

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