Reception and Administrative Support Coordinator

ROLES AND RESPONSIBILITIES

• Reception and Front Desk Responsibilities :
• Greet and assist all visitors, clients, and employees upon arrival ;
• Manage incoming and outgoing mail and packages, both business-related and personal when needed;
• Answer incoming calls and handle emails received via the general inbox;
• Oversee reservations for internal spaces and resources, including visit schedules, activity calendars, conference rooms, demos, and more;
• Monitor inventory levels and place orders for various supplies (office and printer supplies, kitchen essentials, etc.);
• Ensure site security and manage access control;
• Maintain order, cleanliness, and overall presentation of shared spaces;
• Provide necessary information and address common inquiries from employees and visitors.


• Administrative Support :
• Coordinate and organize meetings;
• Welcome select visitors and delegations, including booking meeting rooms and managing necessary equipment;
• Receive, sort, and respond to emails sent to the department’s general inbox;
• Assist in communicating updates to employees regarding spaces and activities;
• Maintain and update various work tools such as calendars and schedules;
• Provide administrative support to team members as needed.


• Support for Internal Activities and Events :
• Assist in the planning, communication, and coordination of corporate offers and events to enhance employee engagement;
• Communicate corporate offers to employees and keep the corporate offers guide up to date;
• Support the overall logistics of internal and external events;
• Organize meetings related to activities and events, prepare agendas, and participate in discussions;
• Maintain the internal events and activities calendar, including sending calendar invitations.

YOUR JOURNEY INCLUDES

• College diploma (DEC) in Communication, Administration, Management, or relevant experience related to the role;
• 1 to 2 years of experience in coordination, reception, or administrative roles;
• Familiarity with travel booking platforms is an asset;
• Bilingual in French and English, both spoken and written (English communication is required in this role);
• Proficiency in MS Office Suite (Word, Excel, etc.), Google tools, and Keynote;
• Knowledge of the macOS operating system;
• Experience in visual arts or the multimedia industry is an asset.

YOUR QUALITIES

• Excellent interpersonal skills, a positive and professional attitude, and strong communication abilities;
• Attention to detail, strong priority management, and resourcefulness;
• Autonomy, initiative, adaptability, and strong organizational skills;
• Proven ability to handle multiple projects simultaneously, work under pressure, and collaborate effectively in a team;
• Strong sense of responsibility and ability to meet deadlines;
• Punctuality and reliability.

SPECIFIC WORK CONDITIONS

• Ability to work in a busy, fast-paced, and constantly evolving environment;
• On-site presence required five days a week.

SOME PERKS THAT COME WITH WORKING AT MF

• Group insurance benefits for you and your family;
• Wellness account allowing you to claim personal expenses up to $250 per year;
• $110 inspiration account;
• Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family;
• 5 paid sick days per year;
• Personalized training and skills development plan through the MF School;
• Daily meals at lower cost, snacks, and coffee available at all times;
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).