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Office Coordinator

2 weeks ago

Montréal, Canada LATYS Full time

**Job Overview**

We are currently seeking a full time Office Coordinator to join our team

Being the first point of contact for LATYS means you will have the opportunity to play an important role in welcoming guests and shaping their first impression of our company. You will be reporting to the VP of Engineering and Operations and playing an integral part in assisting with the smooth day to day functioning of the office. As well as to serve as a key member of the administrative team.

Some of the Receptionist/Office Coordinator **responsibilities** will include:

- Answer calls respond to general inquiries, welcome & direct visitors.
- Maintenance of the general office space including kitchen & meetings rooms to make sure they are functional, stocked, organized and tidy
- Provide light admin support as required for the team. This would include handling mailouts (ex. Poste Canada, FedEx, etc.) receiving packages, distribute & accept mail /lunch deliveries
- Order various supplies & items for the office. As well keeping inventory of stock.
- Manage receipts and liaise with bookkeeper
- Coordinating meetings with respect to time limits per meeting, as well as setup of conference & video calls & food offerings for partner meetings.
- Coordinate & place food & drink orders for monthly in office events
- Offer support to the executive team i.e. ordering lunch, booking restaurants, reserving conference rooms, **assistance with meeting logistics** and travel arrangements as required.
- Support the VP of Operations in purchasing

**Requirements**:

- Friendly, professional & customer oriented, able to communicate with suppliers
- Ability to multi-task & be solutions oriented, exercise prioritization, time management
- Willingness to help others and strong sense of teamwork
- Budget conscious
- Strong communication skills
- Highly organized with a keen attention to detail and surroundings with the ability to act accordingly and anticipate needs
- Ability to exercise discretion, maintain confidential information and exercise independent judgment

**Qualifications**
- Previous experience in similar role
- Excellent written/spoken skills in English
- High school degree; additional certification in office management is a plus
- Solid understanding of the day to day needs of an office space
- Supply management
- Proficiency in Microsoft Office Suite
- Hand on experience with office equipment (ex. Printers)

**Some of things we offer are the following**
- Competitive salary, generous vacation & benefits package.
- Free snacks & coffee on tap.
- Personal and professional development.
- Opportunities to rapidly grow your network in academia and industry.
- A diverse team with creative approaches to maintaining work-life balance.
- An open space work environment where new ideas are borne and nurtured every day.
- Team building events and initiatives
- Office located in Old Port and only steps away from the Square Victoria/OACI metro