Office administrator/Office Administrator

Position Summary

The office administrator will perform various administrative tasks in order to contribute to the smooth running of the organization.

The main responsibilities of the office administrator may include administrative support to staff, organizing files, arranging executive travel and performing certain accounting tasks.

Essential Functions

As a member of the office services team, provide exceptional administrative support at the management level to various executives and team members.

• Management of administrative functions: supervise the administrative functions. Maintain stocks of supplies, snacks, fresh fruits and proceed with the purchase when necessary. Processing and coordination of sensitive information in accordance with company policies. Ensure the proper functioning of office equipment and equipment.
• Visitor reception: Welcome visitors and ensure the application of safety rules, Ensure the needs of internal or external visitors to your entity.
• Accounting tasks: perform basic accounting tasks such as tracking invoices, spending on credit cards and office budgets. Support the finance department with regard to suppliers, invoice processing, coding in the SAP ERP system, or any related task;
• Assistance to the management team and other services: Assist the management in daily and punctual operations. Create and edit presentations, spreadsheets and flowcharts;
• Organization of internal and external meetings/events: Order, receive and set up business meals; Do the appropriate follow-ups; Organize the company’s trips if necessary.
• Actively participate in the organization of local activities (events proposed by the social committee, the HSE committee etc.);
• Human resources assistance: Prepare the welcome, and ensure the integration of new employees. Ensure that the workstation is ready upon their arrival. Provide administrative information and lend support as needed.

Minimum Requirements

• Bachelor’s degree in business administration
• Experience in exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and prioritize work
• Strong communication skills (phone, email and in person) in both French and English

Preferred Qualifications

• Bilingual in oral and written (French and English);
• This position requires a good knowledge of English to interact, support and/or provide services to international clients, employees and/or partners as well as foreign governmental authorities who do not speak French
• Advanced skills in MS Office including Outlook, Word, Excel and PowerPoint
• Experience using Concur for travel management and expense accounts
• Experience in an international and/or complex matrix business environment
• Knowledge of the SAP ERP system
• Basic knowledge in accounting
• Be versatile, autonomous, organized and focused on customer service;
• Demonstrate good team spirit and interpersonal relationships;
• Knowing how to plan and coordinate one’s activities;
• Ability to work in a multitasking environment;
• Demonstrate rigor, reliability, and flexibility.

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on insurance (home, and auto).

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian Enhanced Reliability security clearance.