The Role
Provides cross-department administrative and logistical support, including office supplies, building matters, travel arrangements, supplier coordination, invoices, events, workspace projects, meeting documentation, visitor reception, and records management. The role also improves administrative processes and requires regular in-person attendance in Montreal.
Summary Generated by Built In
To keep our operations running smoothly, we are looking for a proactive, resourceful and dedicated person with a knack for finding solutions. In this pivotal role across Spiria’s departments, you will support teams with administrative, logistical and other matters. You will work with colleagues both in the office and remote.
As Administrative Coordinator at Spiria, you will:
- Keep the office stocked with food and supplies, and oversee coffee machine maintenance;
- Handle building-related matters (air conditioning, employee and visitor access, equipment deliveries, etc.);
- Arrange travel and accommodation for employees on the road;
- Manage supplier relationships, obtain quotes, and follow up on orders and invoices;
- Plan, organize and coordinate corporate events and social activities;
- Coordinate logistics for one-off workspace projects, such as an office move or reconfiguration;
- Provide administrative support to various departments: taking meeting minutes, preparing documents, tracking deadlines, and maintaining and filing records;
- Welcome visitors, clients and candidates, and prepare meeting rooms;
- Suggest improvements to make administrative processes simpler and more efficient.
The keys to your success:
- At least 2 years of experience in administrative support, event planning, customer service or a similar role;
- Strong command of Microsoft 365, AI tools and apps commonly used in a professional setting (Slack, Canva, Google Workspace, Miro, Trello, etc.);
- Excellent French and English, spoken and written;
- Organized, rigorous and detail-oriented, with the ability to juggle multiple priorities;
- Resourceful and autonomous, and energized by the unexpected;
- Discretion and professionalism in handling confidential information;
- Empathy, a service mindset and a talent for building and maintaining strong relationships.
Employment détails:
- In-person presence at the Montreal office required at least 3 days a week;
- Starting hourly wage: $25.00, based on a 25-hour work week (Possibility of moving to a full-time position.)
What we offer:
- 3 weeks of vacation (or more, depending on experience);
- 5 days off over the holiday season;
- Flexible days off for personal reasons and life’s unexpected events;
- Annual Spiri-Flex reimbursement for health, ergonomics and connectivity expenses.
Skills Required
- At least 2 years of experience in administrative support, event planning, customer service, or a similar role
- Strong command of Microsoft 365
- Experience with AI tools and professional workplace applications such as Slack, Canva, Google Workspace, Miro, and Trello
- Excellent spoken and written French and English
- Ability to manage multiple priorities while remaining organized, rigorous, and detail-oriented
- Resourceful and autonomous approach with adaptability to unexpected situations
- Discretion and professionalism when handling confidential information
- Empathy, service mindset, and ability to build and maintain strong relationships
- In-person presence at the Montreal office at least 3 days per week
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The Company
What We Do
We help businesses successfully build digital products by combining strategy, design, and custom software development. As we grow, we stay true to what we love: quality software, technological innovation, and creative collaboration.
