Bilingual Client and Office Administrator - Montreal

Maplesoft Group, an SEB Company; Ottawa; On-site; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Health and wellness benefits

Paid vacation and personal time off

Professional development opportunities

Collaborative team environment

Job summary

Maplesoft Group is seeking an Office & Client Administrator for a full-time, on-site role based in Montreal. You will support client administration, office operations, data quality checks, and internal coordination with multiple stakeholders.

The role requires meticulous attention to detail, discretion, and the ability to manage several priorities while maintaining professional, client-focused interactions. Compliance with security and on-site requirements is essential.

Qualifications

• Bilingual in French and English; strong written and verbal communication.
• Excellent organizational, analytical, and problem-solving abilities.
• Attention to detail and ability to document issues clearly.
• Ability to manage multiple priorities and meet deadlines.
• Professional, client-focused approach with strong relationship skills.
• Discretion handling sensitive and confidential information.
• Work independently and with a team in a Montreal on-site setting.

Responsibilities

• Process client and office administration tasks, including filing, mail, and document processing.
• Validate incoming documents and ensure integrity; support year-end processing and reporting.
• Identify process improvements and document issues; coordinate with Jira for defects.
• Support onboarding/offboarding, asset management, and office operations.
• Collaborate with HR and local leadership on administrative activities; maintain records.

Skills

Bilingual in French and English

Strong organizational skills

Analytical and problem-solving skills

Attention to detail

Ability to manage multiple priorities

Client-focused relationship building

Discretion with confidential info

Independent and team collaboration

Tools

Microsoft Excel

Job description

Vacancy Type

• New Position

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About Us

Maplesoft Group is currently seeking an Office & Client Administrator for a full-time opportunity supporting one of our largest clients. This is a fully on-site role based Montreal, Monday to Friday.

Due to the sensitive nature of the work and associated security requirements, this position cannot be performed remotely.

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Position Summary

The Office & Client Administrator will provide a combination of client administration, office administration, operational support, data quality, and internal coordination. The successful candidate will support day-to-day administrative processes, client and third-party inquiries, document processing, reporting, issue resolution, onboarding/offboarding, asset management, and local office operations.

This position requires strong attention to detail, discretion, organizational skills, and the ability to manage multiple priorities while working closely with internal and external stakeholders.

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Key Responsibilities

Client Administration

• Process administrative tasks including filing, incoming and outgoing mail, and document processing
• Process and validate incoming documents and ensure document integrity
• Execute year-end processing, auditing, and reporting activities
• Identify process improvement opportunities, process delays, quality issues, and potential solutions
• Identify potential production defects and submit appropriate solutions through JIRA
• Execute issue resolution with appropriate documentation and follow-up
• Provide day-to-day client and third-party administrator support for participant and client inquiries
• Provide internal support to team members and other business areas, including Contact Centre representatives
• Manage inbound and outbound data quality checks
• Process sensitive client-related administrative activities with discretion and confidentiality
• Perform other related administrative duties as directed by management

Office Administration

• Manage local onboarding and offboarding activities, including steps related to laptop and workstation setup
• Ensure company assets are properly handed over when colleagues leave the organization
• Liaise with the Office Manager in Mississauga regarding administrative activities
• Support the IT Helpdesk with company asset inventory management
• Support secure server room access for asset management and laptop imaging activities
• Collaborate with HR and local leaders to support HR and administrative activities
• Maintain accurate records and documentation related to office and administrative processes

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Required Qualifications

• Manage local onboarding and offboarding activities, including steps related to laptop and workstation setup
• Ensure company assets are properly handed over when colleagues leave the organization
• Liaise with the Office Manager in Mississauga regarding administrative activities
• Support the IT Helpdesk with company asset inventory management
• Support secure server room access for asset management and laptop imaging activities
• Collaborate with HR and local leaders to support HR and administrative activities
• Maintain accurate records and documentation related to office and administrative processes

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Preferred Qualifications

• Bilingual in French and English, with strong written and verbal communication skills in English
• Proficiency with Microsoft Office applications, particularly Microsoft Excel
• Strong organizational, analytical, and problem-solving skills
• Excellent attention to detail and ability to research, identify, and document issues
• Ability to manage multiple priorities and meet deadlines
• Professional, client-focused approach with strong relationship-building skills
• Ability to exercise discretion when handling sensitive and confidential information
• Ability to work independently and collaboratively in a team environment
• General knowledge of administrative processes and systems
• Ability and willingness to work on-site five days per week in Montreal

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Compensation

Salary Range: $45,000-$55,000/ year

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• Comprehensive health and wellness benefits.
• Paid vacation and personal time off.
• Professional development and continuous learning opportunities.
• Collaborative and supportive team environment.

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Our recruitment process is led by human recruiters who review all applications and make the final hiring decisions. These tools do not replace human judgement, and all hiring decisions are made by people.

Please note that data collected by the Company may be stored or processed on servers located outside of Canada.

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Maplesoft is an equal opportunity employer and welcomes applications from all qualified candidates. Accommodations are available upon request throughout the recruitment process.