Operational Support Team - Administrative - Montreal at Vialto Partners

Montreal, Quebec, Canada -

Full Time

Start Date

Immediate

Expiry Date

06 Jan, 26

Salary

0.0

Posted On

08 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Management, Administrative Support, Vendor Liaison, Office Facilities Management, Office Logistics, Communication, Client Service Orientation, Discretion, Initiative, Google Suite, Fluency in French, Proficiency in English, High-Volume Environment, Fast-Paced Environment, Collaboration, Attention to Detail

Industry

Business Consulting and Services

Description

Incoming Mail: Document contents, sort, scan, update work details in case management and data management systems, and distribute to legal staff as appropriate. Incoming Faxes: Monitor incoming faxes, document contents, and distribute to legal staff. Courier Preparation: Prepare waybills, track packages, and liaise with vendors to resolve shipment delays. Document Management: Print, photocopy, and scan immigration applications. Support Services Coordination: Collaborate with the internal Business Center for support services. Administrative Support: Assist with other administrative tasks and project-based work as required. Vendor Liaison: Communicate with external vendors regarding processes or issues (e.g., couriers, Canada Post, photocopiers). Office Facilities Management: Oversee office facilities, including maintenance and coordination with building management. Office Logistics: Assist with office logistics requests, such as phone line setups, IT peripherals, and internet connectivity. Provides services according to predetermined requirements and quality standards. Work Schedule: On-site, 5 days a week Minimum Requirement: High school diploma. Preferred: Post-secondary education or equivalent certification. 3 years of experience in an administrative role within a law firm or business support service center. Experience working in a high-volume, fast-paced environment is considered an asset. Familiarity with the Google Suite of products is preferred. Clearly communicates efficiently and professionally. Excellent discretion when dealing with sensitive information. Ability to negotiate and influence effectively. Fluent in French; proficient in English for professional written and verbal communication with team members across Canada and international vendors/clients. Ability to take initiative and be very client service oriented. None Diplôme d'études secondaires requis. Une formation postsecondaire est un atout 3 ans d'expérience dans un rôle administratif au sein d'un cabinet d'avocats ou d'un centre de services de soutien aux entreprises Expérience dans un environnement à volume élevé et au rythme rapide est un atout Expérience avec la suite de produits Google est un atout

Responsibilities

The role involves managing incoming mail and faxes, preparing courier shipments, and overseeing document management tasks. Additionally, the position requires collaboration with internal support services and communication with external vendors.