Receptionist and Administrative Assistant

20 hours ago

Montréal, Canada Airports Council International 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.
- 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- Periodically review and purge outdated records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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