Procurement & Facilities Associate (Montreal)
Dialectica
- Montreal, QC
- Permanent
- Full-time
- Respect
- Teamwork
- Ownership
- Growth Mindset
- Manage general office needs including greeting visitors/employees, maintaining a stocked kitchen and ordering office supplies.
- Coordinate, and buy all the travels for the company.
- Answer the main office line and direct calls to the appropriate team member.
- Ensure the office space is organized and conference rooms are prepared for meetings.
- Respond to facility issues and coordinate with the building property management.
- Source vendors for onsite services and maintain vendor agreements.
- Coordinate and assist with office event planning.
- Assist HR and IT with onboarding and off-boarding tasks
- Assist Finance with credit card conciliation and receipts management
- Manage and oversee changes to the office (i.e. seating plan, office moves, new hire setups, etc.).
- Manage relationships with vendors, contractors, landlords in cooperation with finance and procurement team aligned to compliance practices.
- Coordinate office activities and operations to ensure efficiency and compliance of company policies.
- Serve as the point of contact for office and building management matters including maintenance, mailing, supplies, equipment, bills, and errands.
- Contact suppliers and support with procurement processes and contracts preparation.
- Purchase office supplies and process-related invoices and expenses, keep a relevant budget, organize receipts, allocate and file them accordingly.
- Identify office related/company-wide process improvements and projects to improve office operations.
- Handle highly sensitive and confidential matters relating to the daily activities of the company.
- At least 3 year of experience in Office Operations and Administration
- some background / experience in finance or accounting.
- Deep understanding of office facilities and maintenance (i.e. office, building etc.)
- Fluency in English and French.
- IT literacy; excellent use of Microsoft Excel, Word, Powerpoint and Gmail
- Proven customer service skills and proven ability to effectively communicate with internal and external stakeholders (i.e. clients, vendors)
- Hard-working attitude and ability to undertake a variety of office support tasks and work diligently under pressure
- Be organized and aim for perfection in all deliverables (i.e. office report, office expenses, budget etc.)
- Comfortable working with a high degree of attention to detail and discretion; ability to handle confidential information
- Strong prioritization, organization and time management skills including the ability to multitask while working within deadlines and time constraints
- Be part of a creative, entrepreneurial and fast-paced team
- Learning and development programs (onboarding bootcamp, Mini-MBA program, step-up programs, foreign language courses)
- Competitive compensation schemes
- RRSP with employer match
- Comprehensive health coverage (life, medical, dental, vision, and employee assistance programs)
- Substantial Wellbeing program (allowance, flexible and volunteering days)
- High-performance, fun and vibrant culture continually enhanced through team bonding & company events, as well as increasing CSR initiatives