Office Administrator and Travel Coordinator

Montreal, Canada /
Office Management /
Collabora is looking for a dynamic Office Administrator and Travel Coordinator to join our team. The role will be based locally in our Montreal office. This role is reporting to the Marketing Manager and will assist the Collabora group of companies with general administration tasks across different teams.

Office Administration

    • Liaise regularly with UK Office Manager to offer global support and assistance
    • Manage facilities, including landlords, office insurance, cleaning, repairs & maintenance etc.
    • Issue and maintain keys and codes for Canadian employees
    • Act as initial point of contact for Health and Safety management of office
    • Organise imports/exports/shipping of Collabora and customer equipment globally
    • Purchase office supplies/equipment for Canadian office and the Group
    • Execute general office duties and errands as and when required (answering phone, deliveries, opening post etc)
    • Organise travel and accommodation for visitors to the Montreal office
    • Ensure accurate recording, labelling and safe disposal of assets within the management tool.

Other Duties

    • Arrange travel and accommodation for conference attendees and coordinate with Travel Management company to ensure most cost efficient options are utilised
    • Keep track of stock of Marketing promotional and other similar branded items, and assist with purchasing when needed
    • Assist with the creation and delivery of various marketing materials for external events
    • Work with People Operations to coordinate shipments of welcome kits for new joiners
    • Coordinate Canadian employees' social events and office-based meetings
    • Perform other various adhoc admin tasks as required for the office and marketing teams

Skills and Qualifications

    • Excellent IT skills with the ability to quickly learn new software packages and operating systems (knowledge of open source systems desirable)
    • Excellent organisational and administrative skills with a commitment to quality and attention to detail
    • Confident communicator
    • Ability to work on your own initiative, with limited supervision
    • Fluency in French and English
    • Driving licence
    • First Aider or willingness to be trained