Receptionist and Administrative Assistant

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.
• Manage the info@aci inbox effectively.
• Forward voice messages from reception@aci to the appropriate staff or department.
• 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.
• Review and vet incoming emails from vendors, directing relevant communications to appropriate staff members,
• 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• Periodically review and purge outdated records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.
• Proficiency in MS Office applications.

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