Office Coordinator

Allied is looking for a Office Coordinator to join our team in Montreal.

At Allied, everything starts with purpose. In the role of Office Coordinator, you will support the daily operations of the Allied office. Your work will enhance every business activity and create a welcoming atmosphere for our employees and guests. 

Who are you?

We are building upon our achievements at Allied, and the future is exciting. How can we be so sure? We have people like you—engaged, risk-takers who consistently deliver their best.

You are customer focused, have excellent communication skills, and is self-motivated and detail oriented. You are organized and have proven capabilities in multi-tasking, problem solving and prioritizing workloads. Throughout your career, you have stood out for your pursuit of excellence. You are self-motivated, take ownership, and lead by example. In doing so, you elevate your team and collaborate towards your collective goals. 

Above all, you are excited by Allied’s mission and the contribution we make to improve cities and communities. 

What will you do?

• Maintain office and kitchen supplies, vendor lists and office expense budget file (creating purchase orders on Yardi, managing invoices, etc.).
• Stock and organize supply cabinets, printers and ensure they are all in working order.
• Prepare meeting rooms for events and schedule appointments.
• Assist in organizing events by ordering lunch, preparing the conference room and fulfilling special requests (ensuring meeting rooms are tidy and presentable).
• Update a list of local restaurants to coordinate food for meetings or guests.
• Maintain office seating chart.
• Assist in onboarding new employees (preparing welcome kits).
• Provide ad hoc administrative support to departments as needed.
• Member of the Social Committee, proposing ideas and organizing office events.




Reception
• Greet visitors, in person or by telephone; answer and refer inquiries.
• Provide efficient, courteous and professional telephone and reception service.
• Sort and distribute emails.
• Maintain office directories and reception guide.
• Maintain constant knowledge of staff locations inside and outside the office.
• Record and distribute incoming mail, prepare outgoing mail for pickup, sort and organize incoming and outgoing mail.
• Ensure reception waiting area is clean and presentable.
• Translate documentation (FR/ENG).

What are we looking for?

• Must be fluent in English and French if within the Montreal region.
• Strong organization & communication skills; verbal and written skills.
• Customer service experience
• Computer skills, with specific knowledge of Yardi (would be an asset), SharePoint, MS Excel, MS Word, Outlook and Teams.
• Must be organized and have proven capabilities in multi-tasking and problem solving.
• Previous work experience in a receptionist or administrative assistant role

Qui sommes-nous ?

Allied Properties REIT est l’un des principaux propriétaires, gestionnaires et promoteurs d’espaces de travail urbains distinctifs dans les grandes villes canadiennes. Les activités d’Allied consistent à fournir aux entreprises du savoir des environnements urbains distinctifs pour la créativité et la connectivité.

Nous sommes également un endroit exceptionnel pour travailler. Allied figure sur la liste 2023 des meilleurs employeurs au Canada dans le cadre de la certification mondiale des meilleurs employeurs de Kincentric, qui distingue les organisations qui affichent de solides résultats en matière d'engagement des employés, d'agilité organisationnelle, de leadership engageant et de concentration sur les talents.

Allied s'engage à embaucher les candidats les plus qualifiés tout en recherchant la diversité et l'équité au sein de notre organisation. Les compétences et expériences uniques que chaque individu apporte à notre entreprise nous améliorent. Par conséquent, nous encourageons les personnes qualifiées à postuler, quels que soient leurs sexe, ethnicité, origine, orientation sexuelle, capacités et milieu socio-économique. 

Remarque: Si vous avez besoin de mesures d’adaptation pendant le processus de recrutement et de sélection, veuillez-nous en informer. Nous travaillerons avec vous pour vous offrir une expérience de recrutement aussi harmonieuse que possible.

*L’usage du masculin dans ce document vise uniquement à alléger le texte.