Job Description

As the Office Administrator & Support Specialist, you will play a pivotal role in ensuring the smooth operation of our office environment while providing exceptional support to our team members and visitors. This dynamic position requires a high level of engagement, strong organizational skills, and the ability to handle various tasks efficiently. You will be responsible for maintaining a welcoming atmosphere, coordinating office logistics, and providing administrative assistance to ensure the seamless flow of operations. 

Main Responsibilities 

Office Administration & Reception 

• Welcome and assist visitors, creating a positive and professional first impression. 
• Maintain the cleanliness and organization of the office space (3 floors) 
• Maintain kitchen cleanliness; ensure dishes are either in the dishwasher or put away, load and unload the dishwasher, maintain a clean fridge 
• Coordinate and schedule meetings for internal and external meetings or events.
• Ordering food and special/office supplies,
• Provide support on site, greeting guests, answering general inquiries, etc. 
• Manage incoming and outgoing mail and packages. 
• Ensure office supplies are adequately stocked and place orders as necessary. 
• Collaborate with facilities management to address office maintenance or repair needs. 
• Ad-Hoc requests such as but not limited to: documentation support, reporting, auditing, filing, data entry  

Candidate Language Assessments: (60-min commitment per day) 

• Complete Candidate verbal French assessments daily (12 per day). 
• Run reports our of our CMS to track who requires an assessment. 
• Update system and teams (if needed) of completed assessments.  
• Ownership over the template/process for Language Assessments and share improvements and ideas.  

Phone Reception: 

• Serve as the primary point of contact for incoming calls, directing callers to the appropriate individuals or departments or when required assisting callers directly (35-40 calls per day) 
• Book interviews with registered candidates calling in  
• Provide information to callers and ensure timely communication. 
• Take messages and relay them to the intended recipients. 

Qualifications 

• Fluently bilingual in French and English (written and verbal). 
• Passionate about delivering exceptional customer experiences. 
• 2+ years of experience in administrative support roles. 
• 2+ years of experience in a highly customer service-oriented environment. 
• Strong communication and interpersonal skills. 
• Ability to multitask and prioritize in a fast-paced environment. 
• Attention to detail and accuracy. 
• Proficiency in Microsoft 365 (Word, Excel, SharePoint, PowerPoint) and handling PDF documents. 
• Strong organizational and time management skills. 

This role offers a unique opportunity to contribute to a welcoming and efficient office environment while supporting our team members and clients. If you are a proactive and energetic individual with a passion for providing exceptional service, we encourage you to apply.