Bilingual Office Coordinator / Administrative Assistant

📍 Montreal, QC (Downtown – In-Office)
💰 $57,000 – $67,000
🕒 Full-time (37.5 hours/week) Permanent

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About the Organization

A mid-sized national professional services firm focused on delivering high-quality, client-centered work across Canada. The organization operates within a specialized practice area supporting Indigenous communities and is recognized for its commitment to excellence, cultural competency, and collaborative service delivery.

The firm fosters a respectful, inclusive, and team-oriented environment built on continuous learning, accountability, and professional growth.

Indigenous applicants are strongly encouraged to apply.

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Role Overview

We are seeking a fully bilingual (French/English), highly organized, and proactive Office Coordinator / Administrative Assistant to support the launch and day-to-day operations of a new downtown Montreal office.

This role serves as the primary in-office coordinator, responsible for reception, office administration, and providing direct administrative support to a legal/professional team.

Reporting to the Manager of Support Services, this position offers strong exposure to a dynamic, fast-paced professional environment with opportunities for growth.

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Key Responsibilities

Office Coordination & Reception

• Welcome and assist clients and visitors professionally
• Answer and direct incoming calls, take messages, and manage reception duties
• Maintain day-to-day office operations and general organization
• Manage office supplies, ordering, inventory, and restocking
• Ensure office cleanliness, including kitchen, coffee areas, and meeting rooms

Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments using Outlook
• Arrange travel bookings and itineraries
• Prepare meeting rooms, including AV setup, catering, and materials
• Handle incoming/outgoing mail and courier distribution
• Scan, photocopy, and organize documents
• Maintain electronic and physical filing systems, including tickler/reminder systems
• Draft, format, and edit correspondence, memos, reports, and documents
• Complete monthly expense reconciliations

General Support

• Support meeting logistics (setup, coordination, teardown)
• Assist with general administrative tasks as required
• Support smooth daily functioning of the office and team operations

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Requirements

Must-Have

• Fully bilingual in French and English (spoken and written)
• Completion of an Administrative Assistant or Legal Assistant program, or equivalent experience
• 1+ year of experience in an administrative, office coordination, or legal assistant role
• Strong organizational, time management, and prioritization skills
• Ability to work independently and take initiative

Preferred Skills

• Strong attention to detail and accuracy
• Proficiency with Microsoft Office (Outlook, Word, Excel)
• Ability to manage competing priorities in a fast-paced environment
• Strong interpersonal and communication skills
• Self-motivated, proactive, and reliable
• Comfortable working under pressure and meeting deadlines

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Additional Information

• Full-time in-office role (downtown Montreal)
• Brand-new office environment
• Opportunity to support a growing national team in a highly professional setting
• Collaborative, service-driven workplace culture