Shared Services Coordinator

Egis Group; Montreal; On-site; CAD 60,000 - 75,000; Full time

Job summary

A leading engineering firm in Montreal is seeking a Shared Services Coordinator. This role involves administrative and logistical support across departments with a focus on office efficiency, coordination of events, and daily operations. Candidates must have over 5 years of experience and be fully bilingual in French and English. The position offers a competitive salary and benefits.

Qualifications

• 5+ years of relevant work experience in a similar role.
• Fully bilingual in French and English, ideally with French as mother tongue.
• Ability to work independently and as part of a team.

Responsibilities

• Handling incoming reception calls and assisting inquiries.
• Coordinating office procedures to enhance efficiency.
• Managing boardroom bookings and arranging catering.

Skills

Bilingual in French and English

Excellent communication skills

Strong organizational skills

Attention to detail

Service oriented approach

Job description

About Us

ABOUT US

Are you ambitious and looking to make the right move in your career? Now is the perfect time to join Egis. Egis is experiencing substantial growth in North America, highlighted by our recent acquisition of McIntosh Perry—now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights.

Our values showcase everything we believe in :

A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.

A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are.

A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.

The more important question you likely have is : Are we the right company for you?

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact. We take great pride in being responsible for our clients, for each other and for our planet and its people. You’ll work and innovate in an environment where high standards and personal consideration go hand-in-hand.

Learn more about the exciting opportunities below where you’ll be part of projects renowned for technical excellence, ambition and sustainability.

About the Role

ABOUT THE ROLE

The Shared Services Coordinator plays a vital role in ensuring the efficiency and organization of daily operations by providing essential administrative and logistical support across multiple departments & offices. The position requires exceptional attention to detail, strong multitasking abilities and the capacity to manage complex operational tasks within a fast-paced environment.

Duties & Responsibilities

Montreal Office Administration & Reception

• Handling incoming reception calls and assisting general inquiries in-person and online.
• Accepting packages / mail regarding deliveries and courier pickups.
• Act as a liaison with other Shared Services departments, such as HR, Health & Safety (H&S), and IT, to support office operations.
• Supervise and coordinate office procedures to enhance efficiency including communication with the Landlord for requests and needs.
• Compile, format, and prepare letters, manuals, CVs, and periodic reports.
• Provide administrative support for facilities across Canada, working closely with designated site representatives.
• Be part of JHSC, conducting regular H&S inspections, reporting, and addressing potential hazards.
• And other duties as assigned.

Facilities Administration

• Assist with setting up new office spaces, including utilities, branding, coordinating installations / construction, and furnishing across all Canadian Egis offices.
• Support IT with the key-card access management system.
• Identify and implement process improvements, including vendor agreements (MSAs) and standardization of procedures.
• Maintain and update corporate agreements in alignment with business needs as required.

Events Coordination

• Managing boardroom bookings and arrange catering for meetings, corporate events and Lunch & Learns.
• Organize logistics for conferences, tradeshows, and corporate events, including processing invoices, tracking task completion, and coordinating material deliveries in collaboration with the commercial team as required.

What do we need from you

• 5+ years of relevant work experience in a similar role;
• Fully bilingual in French and English, ideally with French as mother tongue;
• Service oriented approach;
• Excellent communication and interpersonal skills;
• Ability to work independently and as part of a team;
• Strong organizational and multitasking skills;
• Attention to detail and problem-solving skills;
• Access to a vehicle with valid driver’s license and insurance.

What’s in it for you?

What’s in it for you?

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.

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