Bilingual Administrative Specialist ( Front Desk )

Phillips & Cohen Associates Ltd; Kirkland; On-site; CAD 27,000 - 39,000; Full time

Benefits offered by this job

Global Career Path for employee growth

Voluntary retirement savings plan with

Employee Assistance Program (EAP)

Employee Benefits Package

On-site gym access

Free on-site parking

Job summary

Phillips & Cohen Associates (Canada), Ltd. is seeking a Bilingual Administrative Specialist (Front Desk) to support Canadian operations. You will be the main contact at the front desk, handle administrative tasks, and assist multiple departments in a fast-paced office.

The role requires bilingual English/French, strong MS Office skills, and excellent organization. This is a full-time, on-site position with a standard 40-hour workweek in Kirkland, QC.

Qualifications

• Previous experience in administration, office coordination, or reception.
• Bilingual proficiency in English and French, both written and spoken.
• Strong computer proficiency, including Microsoft Office applications.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Professional, clear, and concise written and verbal communication.
• Ability to work independently while collaborating across departments.
• Demonstrated discretion and ability to handle confidential information.

Responsibilities

• Manage front-desk operations, welcome visitors, coordinate mail, and maintain a professional reception area.
• Prepare, process, and organize administrative documents, correspondence, and records (printing, scanning, mailing, filing).
• Conduct administrative research, maintain records, and follow up on information requests.
• Assist with data entry, document processing, invoice administration, and day-to-day activities.
• Collaborate with Operations, Compliance, Finance, and Human Resources to provide efficient support.

Skills

Bilingual English/French

Administration experience

Office coordination

Multitask management

Professional communication

Independent work

Discretion / confidentiality

Tools

Microsoft Office

Job description

OUR STORY.

Founded in 1997 by Matt Phillips and Adam Cohen, Phillips & Cohen Associates Ltd (PCA) has become a recognized leader in compassionate engagement services, with offices located around the globe.

As part of our ongoing expansion, PCA is currently seeking motivated candidates to join our team and contribute to the next phase of our continued growth.

CAREER OPPORTUNITY

Bilingual Administrative Specialist (Front Desk)

In this role, you will play an important part in supporting our Canadian operations by serving as the primary point of contact at our front desk while providing administrative assistance across various departments. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced office environment.

Among other responsibilities, you'll primarily be involved in:

• Managing front-desk operations, welcoming visitors, coordinating incoming and outgoing mail, and maintaining a professional and welcoming reception area.
• Preparing, processing, and organizing administrative documents, correspondence, and records, including printing, scanning, mailing, and filing.
• Conducting administrative research, maintaining accurate records, and following up on information requests in support of operational needs.
• Assisting with data entry, document processing, invoice administration, and other day-to-day office activities.
• Collaborating with various departments, including Operations, Compliance, Finance, and Human Resources, to ensure efficient administrative support.

WHAT'S IN IT FOR YOU?

• Starting rate of $24.00/hour.
• Access to PCA's Global Career Path for employee development.
• Voluntary retirement savings plan including employer contribution.
• Employee Assistance Program (EAP).
• Employee Benefits Package
• Free access to on-site gym (Kirkland, QC office only).
• Free on-site parking (Kirkland, QC office only).

BALANCED WORK SCHEDULE.

This is a full-time, on-site position with a 40-hour workweek. The standard work schedule is:

• Monday – Friday: 8:00 AM – 5:00 PM (including a one-hour unpaid lunch break).

WHAT IT TAKES TO BE AN IDEAL CANDIDATE.

• Previous experience in administration, office coordination, or reception.
• Bilingual proficiency in English and French, both written and spoken.
• Strong computer proficiency, including Microsoft Office applications (Word, Excel, Outlook, etc.).
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Professional, clear, and concise written and verbal communication skills.
• Ability to work independently while collaborating effectively with colleagues across departments.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Previous experience in a structured office or financial services environment is considered an asset.

About Phillips & Cohen Associates (Canada), Ltd.

PCA provides Equal Employment Opportunity for all individuals regardless of race, color, religion, gender, age, national origin, disability, marital status, sexual orientation, or any other basis protected by applicable federal, provincial, or local laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of our jobs.

Job Title Disclaimer

: The job title used in this posting may differ from the internal job title to better reflect commonly used titles in the job market and make the opportunity easier for candidates to find.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time in accordance with applicable laws.

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