Receptionist and Office Administrator

We are currently looking for a qualified Receptionist and Office Administrator to join the Lundbeck Canada People and Communications team. This position is temporary full-time located at our Ville Saint-Laurent head-office. The incumbent will report to the Vice-president, People and Communications. Lundbeck Canada offers comprehensive benefits to its employees, including health and dental benefits and contribution to a pension plan as of day 1

**Your Position**

Working from the head office in Ville Saint-Laurent, the Receptionist and Office Administrator is responsible for office management tasks, the reception activities and Administration tasks to support the People and communications department. The Receptionist and Office Administrator reports to the Vice-president, People and communications.

**Office management and budget (40%)**
- While being responsible for several tasks in office management, work in close collaboration with the coordinator, People & Administration and the Vice-president, People and communications on several files pertaining to office management.
- Office vendors and equipment maintenance: ensure office equipment is working, follow up on maintenance/pick up schedules, place service calls and supervise vendors’ visits, request and compare quotes, making recommendations on best vendors to the person responsible for office management.
- Participate in contract renewal when needed.
- Manage the facilities’ budget, opening PO’s, reviewing and processing invoices, tracking costs on a regular basis.
- Work in collaboration with the coordinator, People and administration that is accountable for workplace health and safety, as the person responsible to ensure related schedules and processes are respected/followed/audited and completed (including but not limited to first aid and evacuation, incidents and accident management); communicate proactively with different stakeholders (facility manager, emergency team, the departments, etc.).

**Reception activities (20%)**
- Welcome visitors, and instill a positive image of Lundbeck Canada
- Manage faxes, mail and courier shipments.
- Answer and route a low volume of internal and external telephone calls.
- Maintain office and facilities inventories.
- Maintain healthy snacks/drinks and coffee inventories.
- Manage facility access, including the access card system and access requests for parking and gym.
- Coordinate and put in place corporate lunches.
- Maintain a safe and clean environment during the day.
- Order Business cards

**Administration and HR support (40%)**
- Offer administrative support to the Vice president, People & communications by doing expense accounts, coordinating travel arrangements, organising meetings, corporate lunches, and other administrative duties as per need.
- Support the People and communications department with related tasks such as, onboarding and off-boarding tasks or other tasks per need.
- Support the Coordinator, People and administration in certain communications tasks about the office.

**Positions Qualifications**
- College education in Administration, Office Automation, Secretarial or equivalent.
- 3+ year of previous experience in a similar position
- Warm and collaborative personality
- Autonomous and organized individual who can follow up on several tasks and who will proactively reach out to peers, ensuring the respect of processes and completion of administrative and office management tasks
- Can push to action when needed to ensure contractual or ad-hoc office management maintenance and repairs are completed timely
- Take initiative when issue or improvement opportunity arise
- Attention to details when comes to budget and invoice approval
- Communicate perfectly in French and in English (oral and written)
- Working knowledge of Windows and the Microsoft suite

**Working Conditions**:

- Normal Office Conditions: Yes - Because of the nature of the position, teleworking is not an option.
- Evening/Weekend commitments: No