Office Coordinator

At Alto, we are actively contributing to the transformation of Canada’s future with our high-speed train project connecting Quebec City and Toronto. With the support of the Government of Canada, this innovative project aims to improve the quality of life of our citizens, strengthen ties between communities and stimulate economic growth.

Would you like to take on a stimulating, high-impact challenge? We are looking for a Office Coordinator. This role is 5 days a week, in person, at the Montreal office.

The role

Reporting to the Director, Security, your role will be to ensure the efficiency and smooth running of the office’s daily operations, welcoming visitors, managing meeting rooms and common areas, and supporting the teams with their administrative needs.

The responsibilities
• Provide a warm and professional welcome to guests and visitors, including managing their arrival, registration, orientation within the premises, and coordination with the relevant individuals or teams.
• Manage visitor access control, ensuring security and compliance with internal procedures during reception.
• Manage incoming and outgoing mail, including greeting delivery personnel and distributing packages.
• Ensure the proper organization of meeting rooms (reservations, preparation, equipment layout, etc.).
• Ensure the cleanliness and general order of common workspaces, including ensuring that the kitchen is clean and that dishes are not left lying around.
• Coordinate meeting rooms for executive or management meetings, including organizing catering services.
• Actively participate in the occupational health and safety committee, representing the office and relaying employee concerns, identifying potential risks, and contributing to the implementation of corrective actions.

Supporting the information technology team:
• Coordinating team meetings.
• When necessary, assist the IT and facilities coordinator with managing office and kitchen supply inventory, placing orders as needed, and coordinating office maintenance services (repairs, cleaning, etc.).
• Help organize corporate and social activities or events throughout the year.

The requirements
• Vocational or college diploma in secretarial studies, office automation, administration, or any other related field.
• Minimum 3 to 5 years of experience in a receptionist, administrative support, or other similar role. Proficiency in office tools, including Microsoft Office Suite.
• Excellent customer service skills.
• Ability to multitask and work independently.
• Organizational skills and attention to detail.
• Initiative and ability to exercise discretion.
• Excellent written and verbal communication skills in French and English.

Why join our innovative team?
• Basic paid group insurance for you and your family: medical, dental, life, disability, etc.
• Access to wellness and health accounts to support your lifestyle.
• Flex-Alto account of $500 to encourage a healthier approach and a more sustainable mode of transportation.
• A retirement plan and savings options (RRSP and TFSA).
• Vacations based on experience, available upon hiring.
• An incentive compensation program.
• Flexible hybrid work mode.
• A work environment that encourages initiative, innovation, and forward-thinking solutions.
• A unique opportunity to shape the future of transportation in Canada.

We work to create high-performance, diversified teams

At Alto, we believe in the power of diverse teams. We aspire to provide an inclusive and equitable work environment where everyone can develop and flourish. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of their identity, origin or situation, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

Please note that we will communicate only with those candidates whose applications are selected for further consideration. To find out more about the entire project, visit Alto – Home.

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