Administrative Coordinator

Spiria; Montreal; On-site; CAD 28,000 - 40,000; Full time

Benefits offered by this job

3 weeks vacation

5 days off holidays

Flexible days off

Spiri-Flex reimbursement

Job summary

Spiria is seeking an Administrative Coordinator to support multiple departments in Montreal, with in-office presence required at least 3 days a week and options for remote work when possible. The role involves managing facilities, coordinating travel, handling suppliers, and organizing events, while maintaining documentation and supporting teams.

Ideal candidates have 2+ years in administrative roles, strong bilingual communication, and proficiency with Microsoft 365 and AI tools.

Qualifications

• At least 2 years of experience in administrative support, events, customer service or similar role.
• Strong command of Microsoft 365, AI tools and apps used in a professional setting (Slack, Canva, Google Workspace, Miro, Trello).
• Excellent French and English, spoken and written.
• Organized, rigorous and detail-oriented, with the ability to juggle multiple priorities.
• Resourceful and autonomous, and energized by the unexpected.
• Discretion and professionalism in handling confidential information.
• Empathy, service mindset and talent for building relationships.

Responsibilities

• Keep the office stocked with food and supplies, and oversee coffee machine maintenance.
• Handle building-related matters (air conditioning, employee and visitor access, equipment deliveries).
• Arrange travel and accommodation for employees on the road.
• Manage supplier relationships, obtain quotes, and follow up on orders and invoices.
• Plan, organize and coordinate corporate events and social activities.
• Coordinate logistics for workspace projects, such as moves or reconfigurations.
• Provide administrative support: taking minutes, preparing documents, tracking deadlines, filing records.
• Welcome visitors, clients and candidates, and prepare meeting rooms.
• Suggest improvements to make administrative processes more efficient.

Skills

Microsoft 365

AI tools

Slack

Canva

Google Workspace

Miro

Trello

French & English

Organized & detail-oriented

Discretion & professionalism

Empathy & service mindset

Autonomous & resourceful

Tools

Microsoft 365

Slack

Canva

Google Workspace

Miro

Trello

Job description

To keep our operations running smoothly, we are looking for a proactive, resourceful and dedicated person with a knack for finding solutions. In this pivotal role across Spiria’s departments, you will support teams with administrative, logistical and other matters. You will work with colleagues both in the office and remote.

As Administrative Coordinator at Spiria, you will:

• Keep the office stocked with food and supplies, and oversee coffee machine maintenance;
• Handle building-related matters (air conditioning, employee and visitor access, equipment deliveries, etc.);
• Arrange travel and accommodation for employees on the road;
• Manage supplier relationships, obtain quotes, and follow up on orders and invoices;
• Plan, organize and coordinate corporate events and social activities;
• Coordinate logistics for one-off workspace projects, such as an office move or reconfiguration;
• Provide administrative support to various departments: taking meeting minutes, preparing documents, tracking deadlines, and maintaining and filing records;
• Welcome visitors, clients and candidates, and prepare meeting rooms;
• Suggest improvements to make administrative processes simpler and more efficient.

The keys to your success:

• At least 2 years of experience in administrative support, event planning, customer service or a similar role;
• Strong command of Microsoft 365, AI tools and apps commonly used in a professional setting (Slack, Canva, Google Workspace, Miro, Trello, etc.);
• Excellent French and English, spoken and written;
• Organized, rigorous and detail-oriented, with the ability to juggle multiple priorities;
• Resourceful and autonomous, and energized by the unexpected;
• Discretion and professionalism in handling confidential information;
• Empathy, a service mindset and a talent for building and maintaining strong relationships.

Employment details:

• In-person presence at the Montreal office required at least 3 days a week;
• Starting hourly wage: $25.00, based on a 25-hour work week (Possibility of moving to a full-time position.)

What we offer:

• 3 weeks of vacation (or more, depending on experience);
• 5 days off over the holiday season;
• Flexible days off for personal reasons and life’s unexpected events;
• Annual Spiri-Flex reimbursement for health, ergonomics and connectivity expenses.

Work Environment

We believe work-life balance is essential. We make this possible through a flexible work organization and a personalized working style. Whether you’re at the office or in your location of choice, what matters most is the impact of your work, not where you're doing it from.

About Us

At Spiria, we’re a team of over 150 professionals across Canada. For more than 20 years, we’ve been building custom software solutions driven by a strong commitment to code quality, technological excellence, collaborative creation, and customer satisfaction.

At Spiria, we believe diversity is a major strength. We therefore adhere to the principle of employment equity and encourage applications from women, visible minorities, Indigenous people, persons with disabilities, LGBTQIA2S+ individuals, and other marginalized communities.

We are committed to the principle of employment equity and encourage women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S+ individuals, and other marginalized persons to apply.

AI Notice

Our recruitment tools use AI to assist in the initial screening of applications, but never replace the intuition and expertise of our recruitment teams.