Five years ago, we set out to revolutionize the conventions of traditional out of home media buying. We started by developing the most innovative programmatic digital out of home buying platform in the world. We designed and engineered it to deliver more measurable value and location-based impact than anyone else thought possible. We draw on the strength of our diverse and passionate talents, our collaborative approach, and our visionary perspectives to generate growth for our clients in forward-thinking, transparent, and measurable ways.

Job Description

We are looking for a talented Office Coordinator who will be joining our Montreal office located in the beautiful Old Port.

How You’ll Make an Impact?

Reporting to the VP Human resources, the Office Coordinator is an enthusiastic and reliable individual who will be responsible for the smooth running of the office on a day-to-day basis and support the department heads and HR team members. Primary tasks include the administration of all activities that facilitate the smooth running of the office such as: greeting guests, coordinating with vendors, communicating with the building and its stakeholders, and supporting employee engagement activities. These are essential tasks that must be performed with the utmost professionalism and courtesy. Our Office Coordinator will act as an ambassador of our friendly work culture. The ideal candidate is highly self-motivated, autonomous, possesses a sense of urgency, is detail-oriented, dynamic, and capable of managing their own workload and prioritizing tasks in a fast-paced but exciting company environment.

How will you spend your time?

You will be required to be present in the office at all times (5 days per week) in order to manage all your duties.
Greet incoming guests and manage the tracking system – monitor employee and visitor access and maintain security awareness.
Manage, maintain, and coordinate the office, conference rooms, and corresponding calendars.
Vendor Management – manage vendor relationships, contracts, and requests while keeping in line with budget.
Assist in onboarding and offboarding of employees - making sure employee’s equipment is ordered and shipped, desk is cleaned out, and prepared, alarm accesses and keys are provided.
Coordinate and help organize office events such as corporate lunches, special events, team meetings and activities, client lunches, as well as arranging complex and detailed travel plans, itineraries, agendas for meetings.
Review and maintain IT Assets Inventory and Swag Inventory. Coordinate Voicemail.
Pickup, sort & distribute incoming mail daily and prepare and ship outgoing mail (Post Canada, Planète Courier, UPS and FedEx).
Process the weekly provisions order, restock the pantry, and maintain the appearance of the common areas.
Space Management – oversee repairs, improvements, appliances, machines, space organization and cleanliness. Direct communication with janitorial contractors.
Book accommodations for all internal and external ( Velocity) using our preferred partners and establishing corporate rates with hotels in the area. May work with a travel agency.
Assist with AdHoc projects across different departments.

What do you need to perform in this job

3+ years of relevant work experience in an administrative role.
Strong English & French oral and written communication skills.
Creative thinker who is always looking for ways to improve processes
A high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others
Excellent analytical thinking abilities
Outstanding organizational and time management skills
Experience in Project Management
Experience in Event Planning
Tech Savvy
Nice to have: knowledge of CNESST and Health & Safety Guidelines

Office Coordinator Opportunities

Office Coordinator (Hybrid)