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receptionist administrative assistant

INNERGEX RENEWABLE ENERGY INC.

This is a Full-time position in undefined, undefined posted November 7, 2017.

Company Profile

As a leading Canadian independent renewable power producer, Innergex develops, owns and operates run-of-river hydroelectric facilities, wind farms and solar photovoltaic parks.

Active since 1990, the Company carries out operations in Quebec, Ontario and British Columbia, Canada, in France and in Idaho, USA. Innergex employs more than 150 people and has offices in Longueuil, Quebec, Vancouver, British Columbia and in Lyon, France. The Company promotes teamwork, while respecting each employee’s individual competencies and aspirations.

This position will be based at Innergex’s office located in Vancouver, BC.

Role and Responsibilities

Reporting to the Manager – Human Resources, the Receptionist / Administrative Assistant will collaborate with the Administration Team to provide optimal and seamless administrative support to the office in general, in addition to specific responsibilities.

Main responsibilities include:

RECEPTION

  • Answer phones, greet guests and act as key point of contact for employees;
  • Manage building access cards for employees and visitors;
  • Co-ordinate workspaces for visitors (Longueuil staff, auditors, and other ad-hoc visitors to the office);
  • Send out weekly welcome emails to announce visitors;
  • Maintain boardrooms and employee common areas:
  • Monitor boardroom calendars in Outlook (address double-bookings or relocation of meetings);
  • Lay out tables or carts as necessary (plates, cutlery, napkins, drinks, food);
  • Wipe white boards, straighten chairs, pick up glasses/cups, , wipe down tables/carts, pack away leftover food, load and unload the dishwashers, order related supplies).
  • Liaise with various suppliers: office suppliers, caterers, office building management (including maintenance and cleaning of the office, HVAC System and all equipment connected to water sources, and office handyman), and approve related invoices;
  • Manage the supplies room:
  • Maintain office supplies stock, respond to specific requests;
  • Ensure supplies are put away and supplies room is kept tidy.
  • Receive, process and deliver regular mail, couriers and deliveries;
  • Update reception and office guide as needed;
  • Update office floor plan as needed;
  • Update vendor and suppliers list as needed;
  • Renew business license annually.

ADMINISTRATION

  • Manage corporate languages classes: quarterly report, liaison with teachers, maintain spread sheet up to date, scheduling French and Spanish Classes, check invoices against attendance sheets;
  • Preparation of expense reports;
  • Assist with the coordination of internal and external events, including catering;
  • Provide back-up to Administrative Assistants for various duties when required.

Profile

  • Customer-service focused;
  • Versatile, autonomous, proactive and meticulous;
  • Strong organizational and priority management skills;
  • Solid interpersonal skills: ability to interact and communicate easily with people at all levels (both employees and external parties), with tact and diplomacy;
  • Demonstrated ability to work independently and within a team;
  • Mature, energetic, adaptable and at ease within a growing company and in a context of change;
  • Good judgement, especially as it relates to managing confidential information;
  • Ability to understand business issues and adjust accordingly;
  • Impeccable written and verbal communication skills;
  • Possess strong time management skills, meet deadlines and ability to prioritize multiple projects.

Professional Requirements

  • Secretarial or Office Administration Technical Diploma;
  • Relevant experience of at least 3

    – 5 years;

  • Proficiency of the Microsoft Office Suite, including Outlook, Word, Power Point, and Excel;
  • Available to work regular office hours between 8:30am – 5:00pm PST.

How to Apply