Office Agent, Work Environment

May 14 2019
Industries Bank, Insurance, Financial services
Categories Administrative, Clerical, Administrative assistant
Montreal, QC

Description

Perform a set of tasks related to the work environment to support internal and external clients and ensure the efficient operation of the day-to-day operations of the Company.

Main responsibilities:

Ensure the functionality, orderliness and cleanliness of work areas for staff use, including photocopying rooms. Track inventory and ensure the supply of meeting rooms, copy rooms and other common service rooms. Ensure the respect of the reservations and the schedules of the rooms of meeting to ensure the satisfaction of the users.

Ensure the management of the catering services required for the various meetings in function according to the established schedule. Ensure the proper functioning of mail and courier services in the collection, sorting and diligent distribution of these documents for all administrative units. Ensure receipt of orders, store at designated locations or forward to recipients.

Answer all calls concerning goods arrivals via the elevator. Maintain inventories of stationery and office supplies at adequate levels. Perform light maintenance of premises and appliances and move furniture and equipment during minor removals. Respond to requests from the Work Environment Technician and ensure that any requests received from customers have been approved.

According to a schedule set up by the Director, Work Environment, coordinate digitization work for the different directions and perform the shredding if necessary. Check the contents of the first aid kits weekly. Occasionally, perform administrative work in support of IQ's management. If necessary, inform the Director, Work Environment of any irregularities observed in the workplace.

Perform the role of telephone operator-receptionist and / or replacement during periods of breaks, dinners and during long-term replacement (absence, holidays, unforeseen).

Receive phone calls and route them to their recipient. Greet visitors with courtesy, pay attention to their needs and promptly inform the people concerned. Proceed to the reservation of the meeting rooms.

Perform other related duties.

Specific qualifications required:

  • Have a Secondary V diploma;
  • Have a minimum of one (1) year of relevant experience related to the job;
  • Knowledge of spoken English
  • Have knowledge of office software (Word, Excel, Outlook).
  • General profile sought:

Possess the relational skills retained for the office and technical staff and demonstrate the potential to acquire them, namely:

  • Respect the ethics and values ​​of the Society
  • Be customer oriented
  • Maintain good relations with colleagues
  • Be independent
  • Know how to manage your time
  • Good physical shape
  • Customer service and a job well done 
  • Resourcefulness and self-help
  • Discretion
  • Reliability
  • Honesty
  • punctuality

Special working conditions:

The employee may be required to work outside normal working hours.

Particularities:

External candidates must submit their resumes on our careers website: www.investquebec.com.

Investissement Québec subscribes to the principles of equal access to employment and invites women, members of visible minorities and ethnic minorities, persons with disabilities and Aboriginals to apply.

The masculine is used for the purpose of lightening the text only.

NB This item is displayed internally-externally simultaneously.

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