Proactive Office & Logistics 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

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.