Role

Bookmark Content and Communications is looking for a dynamic, self-motivated Office Administrator to join our team at our Montreal office! The ideal candidate is a master at making positive first impressions and excels in working in fast paced environments.

Bookmark is a full-service global marketing agency that combines content and communications to create multi-platform programs for luxury and lifestyle brands, such as Air Canada, Lindt and Tourism Toronto. Our content is distributed in more than 180 countries worldwide; we pride ourselves on our understanding of local cultures on a global platform.

As our Office Administrator you’ll be responsible in ensuring that the office is running smoothly so that all employees are enabled to perform and excel in their roles, all visitors are greeted with a warm welcome, and assist in administrative tasks.

Reporting: Director, Project Delivery

Please note that only candidates selected for an interview will be contacted.

Responsibilities

  • In charge of inventory and ordering of office supplies by ensuring required office supplies are in stock including office/kitchen supplies and placement of orders on a regular basis or when required
  • Manage building manager and vendor relations related to office space
  • Organize and maintain office inventory, kitchen, meeting rooms, and reception
  • Verify the creation and maintenance of databases, records, and/or other documents
  • Plan on-site and off-site events for employees and clients
  • Work with freelancers to translate any communications sent through both offices
  • Sort, log, and post mail and magazines and manage various mailing lists
  • Manage phone calls and correspondence (e-mail, letters, packages etc.)
  • Assist with meeting preparation (catering, meeting room layout, company events, etc.)
  • Actively participate in the social committee and health & safety committee
  • Maintain a corporate events calendar and cost for executive team
  • Implement new initiatives to improve office functionality and boost employee morale
  • Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
  • Manage monthly credit card statements, cash expenses, and project related invoices
  • Coordinate purchase orders and check requests with the Finance team
  • Provide support to both Director, Project Delivery and HR Generalist as it relates to certain projects
  • Assist in the onboarding process for new hires
  • Implement new initiatives to improve office functionality and boost employee morale

Qualifications

  • 2-4 years of experience in office administration
  • College degree
  • Fluency in both English and French is a must
  • Excellent organizational and time management skills
  • Ability to multitask and to work independently and prioritize work
  • A creative mind with an ability to suggest improvements
  • Expert knowledge of Mac, Microsoft Office Suite, Adobe Creative Suite would be an asset
  • Goal-oriented self-starter, reliable and punctual