Administrative Assistant

We are currently looking to fill a permanent administrative support position within our company.

The person will ensure to provide administrative support to the vice-presidency's hotel services team. She collaborates with the team to support the management of projects and sub-projects, additional work, communication tools, and provides constant support to project managers. She also acts as a liaison agent with the accounting services of different clients.

DOCUMENTATION

Preparation of equipment and material orders, work routes, periodic work schedules, timesheets.

Contract amendments and billing adjustments according to different deadlines

Preparation of submissions (calculations)

Writing of service offers to clients (texts) and sending to client

Billing management

Billing by data entry and approval of amendments, monthly invoice validation to be transmitted and confirmation to the finance department

Billing by extraction of worked hours

Respect of accounting closing deadlines

Search and receipt of purchase orders with the customer

Annual contract indexing according to conditions

Participation in financial results analyses

Follow-up of accounts receivable

Billing of work, projects and sub-projects BUDGET MANAGEMENT

Data entry and approval of material orders

Request for information from suppliers

Tracking of material budgets

Preparation of follow-up and control documents such as: order forms, tables, lists, forms, productivity control, etc.

Verification of timesheets: employee codes, function, sub-project, activity code

Verification of financial statement components for analysis CLERICAL SUPPORT

Writing of communications in French and English

Computer support as needed (ex. Azur, Excel, word processing)

Preparation of letters/emails to clients

Compilation of data and completion of various Excel reports

Creation of various presentations using PowerPoint

Convocations, preparation, reservation for meetings and writing of minutes COMMUNICATION MANAGEMENT

Creation and updating of internal and external resources in Azur

Creation and updating of Outlook contacts

Tracking and updating of promotional activities (client anniversary, offers, contract anniversary, etc.)

Any other administrative support task REQUIRED SKILLS

Solid knowledge of the Microsoft Windows suite

Bilingual English-French. Mastery of other languages is an asset

Verbal communication skills 1 year of experience in a similar role

Accounting training is an asset

Knowledge of the hotel industry is an asset

Marked aptitudes for customer service WHAT IS OFFERED A stimulating and enriching work environment

An opportunity for progression within the company A flexible schedule of 35 hours / week from Monday to Friday A hybrid context including remote work

Salary to be determined

Social benefits; sick days, group insurance, 3 weeks of vacation

Remuneration: $50,000.00 to $60,000.00 per year

• Location: Hybrid remote work in Montreal, QC H8R 3A4