Administrative Coordinator

ADMINISTRATIVE COORDINATOR

POSITION SUMMARY:

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 escalate 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 year
• Free 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.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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

INTERNAL POSTING: OCTOBER 22 TO OCTOBER 29, 2026