Administrative Office Coordinator (Part-Time)

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.

Context:

SYSTRA Canada is looking for a Administrative Office Coordinator to provide professional reception and efficient administrative support to ensure the smooth operation of guest services, communication, and general office management.

Missions/Main Duties:

• Welcome guests upon their arrival at the office and direct them to the appropriate people;
• Answer, screen, and transfer incoming phone calls;
• Organize the collection and delivery of mail, and coordinate courier services;
• Manage the complete business travel booking process, including liaising with travel agencies and internal clients, arranging bookings (trips, hotels, transportation tickets), creating and obtaining validation for POs, and ensuring all travel requirements are met;
• Ensure the cleanliness and organization of the reception area, conference rooms, and kitchen;
• Control office access and ensure security in accordance with established procedures (security log, visitor badges);
• Order and manage the inventory of supplies (office, kitchen, coffee, etc.);
• Update calendars, schedule meetings and events (“lunch & learn,” etc.);
• Translate written documents (French/English) and, when necessary, provide interpretation;
• Organize, maintain, and archive both physical and digital records to ensure information is up-to-date, accessible and compliant with company policies;
• Carry out various administrative tasks: filing, photocopying, transcription;
• Maintain confidentiality regarding office information and activities;
• Perform any other related tasks as needed.

Profile/Skills:

Years of experience: At least 4 years of experience as a receptionist, administrative assistant, or in a related field.

Technical competencies:

• Mastery of Microsoft Office Suite: Outlook, Word, PowerPoint, Excel.
• Clear verbal and written communication skills, both in French and in English*
• Reasons for requiring bilingualism: You will have the opportunity to work with a varied clientele, including both French- and English-speaking companies. Bilingualism is therefore fundamental to building strong relationships with our customers, understanding their specific needs, communicating effectively in their preferred language and facilitating strategic meetings.

Personal & soft skills:

• Professional, friendly, and approachable.
• Resourceful and proactive problem-solver.
• Exceptional organizational and time management skills.
• Committed to outstanding customer service.

• SYSTRA Canada is committed to having a diverse and inclusive workforce. SYSTRA Canada has an equal access employment program and encourages women, Indigenous peoples, visible minorities, and people with disabilities to apply.

For questions about our hiring process or AI tools, please contact infocanada@systra.com.

Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine.