Administrative Coordinator

Old Port of Montreal; Montreal; On-site; CAD 48,000 - 64,000; Full time

Benefits offered by this job

Medical and dental benefits fully paid

RRSP employer contribution

Three weeks of paid vacation

Fifteen paid sick days per year

Free on-site parking

Employee Assistance Program

Discounts with merchants on Old Port

Permanent full-time position

Job summary

Old Port of Montreal (OPM) is seeking an Administrative Coordinator to provide comprehensive administrative support to the Montreal Science Centre management team and assist colleagues in daily activities.

The role includes coordinating calendars, travel arrangements, invoices, and document management in English and French, while upholding confidentiality and service standards. It is a permanent full-time position, Monday to Friday, with strong benefits and on-site support.

Qualifications

• High School Diploma required.
• Proficiency with Microsoft Word, Excel, and PowerPoint in Microsoft Office environment.
• Excellent written French (tested) and spoken English (Level 2).
• One year of administrative experience.
• One year of customer service experience.

Responsibilities

• Coordinate calendars, meetings, rooms, and draft minutes.
• Manage incoming/outgoing correspondence and information flow between staff and departments.
• Handle travel arrangements, expenses, requisitions, PO, invoicing, and budget tracking.
• Improve procedures and conduct research and administrative controls, including ticket and parking pass management.
• Ensure office supplies and equipment are functioning; provide backup support to other coordinators.

Skills

Autonomy

Prioritization

Organizational skills

Interpersonal skills

Discretion

Education

High School Diploma

Tools

Microsoft Word

Excel

PowerPoint

Job description

Recognized for the quality of its products and services, the Old Port of Montreal (OPM) manages a major recreational and tourism destination. Through the promotion and enhancement of the Old Port site and the Montreal Science Centre (MSC), the Corporation actively contributes to the development of the city. A dynamic and diverse workplace awaits you!

As an Administrative Coordinator, you will provide administrative support to the Montreal Science Centre management team and support various team members in their day-to-day activities.

SPECIFIC RESPONSIBILITIES:

Effective Coordination of Management Activities

• Coordinate calendars, organize meetings, reserve meeting rooms, prepare required documentation, and draft meeting minutes as needed;
• Process and monitor incoming and outgoing correspondence, prepare mailings, invitations, and communications, and coordinate the flow of information among employees, partners, and other departments;
• Provide administrative support to management, including business travel arrangements, expense reports, requisitions, purchase orders, invoicing, and budget tracking;
• Contribute to the improvement of procedures and carry out required research, follow-ups, and administrative controls, including complimentary ticket and parking pass management;
• Ensure office supplies are available and administrative equipment is functioning properly;
• Provide administrative support to other departments as needed and act as a backup for other Administrative Coordinators during absences.

Delighting Clients Through Outstanding Service and Information

• Welcome visitors, partners, and suppliers and direct them appropriately according to their needs;
• Ensure telephone calls and inquiries are handled professionally, courteously, and efficiently;
• Apply the Corporation’s customer service standards and participate, when required, in promotional activities and special events;
• Maintain up-to-date knowledge to provide accurate and complete information to clients and escape complaints to management when necessary.

Accurate, Accessible, and Up-to-Date Documentation

• Draft, review, format, and ensure the quality of documents, correspondence, emails, contracts, and meeting minutes in both French and English;
• Prepare, update, distribute, and monitor management documents with various stakeholders throughout the Corporation;
• Ensure compliance with internal standards, policies, and procedures and act as a resource person for the department;
• Manage departmental records, including filing, archiving, database maintenance, tracking tools, calendars, and filing systems;
• Monitor documents requiring approval or signature and maintain the confidentiality of information accessed;
• Perform any other related duties as assigned.

REQUIRED EXPERIENCE & KNOWLEDGE:

• High School Diploma
• Proficiency in Microsoft Word, Excel, and PowerPoint within the Microsoft Office environment
• Excellent written French (validated through testing)
• Spoken and written English (Level 2)
• One (1) year of administrative experience
• One (1) year of customer service experience

REQUIRED COMPETENCIES:

• Autonomy and initiative
• Ability to manage priorities
• Strong organizational and follow-up skills
• Interpersonal skills
• Discretion and confidentiality

SPECIAL WORKING CONDITIONS:

• Dynamic work environment
• Medical and dental benefits fully paid by the employer
• Employer RRSP contribution of 3.75% of salary
• Three (3) weeks of paid vacation upon hire
• Fifteen (15) paid sick days per yearFree on-site parking (taxable benefit)
• Employee Assistance Program provided by the employer
• Discounts and perks with various merchants located on the Old Port site
• Permanent full-time position (Monday to Friday)

The Corporation is committed to employment equity and encourages women, visible minorities, Indigenous Peoples, and persons with disabilities to apply.

The use of the masculine gender is intended solely to simplify the text and facilitate reading.

INTERNAL POSTING: OCTOBER 22 TO OCTOBER 29, 2026