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MEDLOG Transport & Logistics

Administrative Representative/ Représentant(e) Administrative

Montreal, QC, Canada

Job type: Full-time
Apply by: Oct 25, 2026
Posting language: English · French
Posted: Sep 25, 2026

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Applications open in a new tab.

Original job description

English section of this bilingual listing.

Position summary:

We are seeking a competent and proactive Administration (Administrative) Representative to join our team. The ideal candidate will be responsible for providing comprehensive administrative support to ensure efficient operation of the office. As an Administration Representative, you will play a key role in managing various administrative tasks, including but not limited to answering calls, greeting guests, maintaining office supplies, coordinating meetings, handling travel arrangements, and assisting with HR-related duties.

Responsibilities:

Serve as the first point of contact for the organization by answering incoming calls and greeting guests in a professional and courteous manner.
Regularly assess space readiness, ensuring workspaces, conference rooms, and offices are safe and employee ready.
Monitor and maintain inventory of office supplies, including ordering and restocking as needed to ensure smooth office operations.
Schedule and coordinate meetings, conferences, and appointments for executives, including arranging necessary accommodations and ensuring meeting rooms are prepared.
Evaluate travel needs and preferences for the Managing Director and other managers, including booking flights, accommodations, and transportation arrangements. Ensure all travel plans align with company policies and budgetary guidelines.
Maintain accurate and up-to-date records and documents for executives, including correspondence, reports, and confidential files.
Assist the HR Manager with various tasks such as recruitment activities, HR events, and new hire onboarding processes. Coordinate schedules and logistics for interviews and training sessions as needed.
Perform basic data entry tasks as required, including updating databases, spreadsheets, and other documentation with relevant information.

Requirements:

Proven experience in an administrative role, preferably in a fast-paced environment.
Excellent communication and interpersonal skills with the ability to interact effectively with employees, clients, and vendors.
Strong organizational skills with meticulous attention to detail.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Ability to multitask and prioritize workload effectively to meet deadlines.
Discretion and ability to handle confidential information with professionalism.
Flexibility and adaptability to handle changing priorities and responsibilities.
Bachelor’s degree in business administration or related field is preferred, but not required.

We offer competitive pay based on experience and qualifications. This is a full-time position with regular office hours Monday through Friday.

If you are a motivated individual with strong administrative skills, we encourage you to apply for the position of Administrative Representative. Please submit your resume highlighting your relevant experience. We look forward to reviewing your application!

Read the full bilingual original

Sommaire du poste

Nous sommes à la recherche d’un(e) représentant(e) administratif(ve) compétent(e) et proactif(ve) pour se joindre à notre équipe. La personne retenue sera responsable d’offrir un soutien administratif complet afin d’assurer le bon fonctionnement du bureau. À titre de représentant(e) administratif(ve), vous jouerez un rôle clé dans la gestion de diverses tâches administratives, notamment la réception des appels, l’accueil des visiteurs, la gestion des fournitures de bureau, la coordination des réunions, l’organisation des déplacements professionnels ainsi que le soutien à certaines activités liées aux ressources humaines.

Responsabilités

Agir à titre de premier point de contact de l’organisation en répondant aux appels entrants et en accueillant les visiteurs de manière professionnelle et courtoise.
Effectuer des vérifications régulières des espaces de travail afin de s’assurer que les postes de travail, les salles de conférence et les bureaux sont sécuritaires et prêts à accueillir les employés.
Assurer le suivi et la gestion de l’inventaire des fournitures de bureau, y compris les commandes et le réapprovisionnement, afin de maintenir le bon fonctionnement des opérations.
Planifier et coordonner les réunions, conférences et rendez-vous des membres de la direction, notamment en effectuant les réservations nécessaires et en s’assurant que les salles de réunion sont adéquatement préparées.
Évaluer les besoins de déplacement du directeur général et des autres gestionnaires, y compris la réservation des vols, de l’hébergement et du transport. Veiller à ce que tous les arrangements respectent les politiques de l’entreprise et les budgets établis.
Maintenir à jour les dossiers et documents de la direction, notamment la correspondance, les rapports et les documents confidentiels.
Appuyer le/la gestionnaire des ressources humaines dans diverses activités telles que le recrutement, les événements RH et l’intégration des nouveaux employés. Coordonner les horaires et la logistique des entrevues et des séances de formation au besoin.
Effectuer des tâches de saisie de données, notamment la mise à jour de bases de données, de feuilles de calcul et d’autres documents administratifs.

Exigences

Expérience pertinente dans un rôle administratif, idéalement dans un environnement dynamique.
Excellentes compétences en communication et en relations interpersonnelles, avec la capacité d’interagir efficacement avec les employés, les clients et les fournisseurs.
Excellentes aptitudes organisationnelles et grand souci du détail.
Maîtrise de la suite Microsoft Office (Word, Excel, PowerPoint et Outlook) ainsi que d’autres logiciels pertinents.
Capacité à gérer plusieurs tâches simultanément et à établir efficacement les priorités afin de respecter les échéances.
Grande discrétion et professionnalisme dans la gestion d’informations confidentielles.
Flexibilité et capacité d’adaptation face à des priorités et responsabilités changeantes.
Baccalauréat en administration des affaires ou dans un domaine connexe considéré comme un atout, sans être obligatoire.

Nous offrons une rémunération concurrentielle basée sur l’expérience et les qualifications. Il s’agit d’un poste à temps plein avec un horaire régulier de bureau du lundi au vendredi.

Si vous êtes une personne motivée possédant de solides compétences administratives, nous vous invitons à soumettre votre candidature au poste de représentant(e) administratif(ve). Veuillez transmettre votre curriculum vitæ en mettant en valeur votre expérience pertinente. Nous avons hâte de découvrir votre candidature!

------------------------------------------------------------------------------------------------------

Position summary:

Responsibilities:

Serve as the first point of contact for the organization by answering incoming calls and greeting guests in a professional and courteous manner.
Regularly assess space readiness, ensuring workspaces, conference rooms, and offices are safe and employee ready.
Monitor and maintain inventory of office supplies, including ordering and restocking as needed to ensure smooth office operations.
Schedule and coordinate meetings, conferences, and appointments for executives, including arranging necessary accommodations and ensuring meeting rooms are prepared.
Evaluate travel needs and preferences for the Managing Director and other managers, including booking flights, accommodations, and transportation arrangements. Ensure all travel plans align with company policies and budgetary guidelines.
Maintain accurate and up-to-date records and documents for executives, including correspondence, reports, and confidential files.
Assist the HR Manager with various tasks such as recruitment activities, HR events, and new hire onboarding processes. Coordinate schedules and logistics for interviews and training sessions as needed.
Perform basic data entry tasks as required, including updating databases, spreadsheets, and other documentation with relevant information.

Requirements:

Proven experience in an administrative role, preferably in a fast-paced environment.
Excellent communication and interpersonal skills with the ability to interact effectively with employees, clients, and vendors.
Strong organizational skills with meticulous attention to detail.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Ability to multitask and prioritize workload effectively to meet deadlines.
Discretion and ability to handle confidential information with professionalism.
Flexibility and adaptability to handle changing priorities and responsibilities.
Bachelor’s degree in business administration or related field is preferred, but not required.

We offer competitive pay based on experience and qualifications. This is a full-time position with regular office hours Monday through Friday.

Apply About employer

More about this job

Responsibilities

Provide administrative support by answering calls, welcoming visitors, maintaining office supplies, and ensuring workspaces and meeting rooms are ready. Coordinate executive meetings and travel, maintain confidential records, assist with HR activities, and update databases and spreadsheets.

Requirements

Relevant administrative experience, strong communication and organizational skills, attention to detail, and proficiency with Microsoft Office are requested. The candidate should be able to multitask, prioritize, handle confidential information discreetly, and adapt to changing responsibilities; a business administration bachelor's degree or related qualification is preferred but not required.

Skills

Administrative Support
Communication
Interpersonal Skills
Organization
Attention to Detail
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Multitasking
Prioritization
Confidentiality
Scheduling
Travel Coordination
Data Entry
Inventory Management

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Reception
Incoming Calls
Visitor Greeting
Office Readiness
Office Supplies
Inventory Management
Meeting Coordination
Conference Coordination
Executive Scheduling
Travel Arrangements
Flight Booking
Accommodation Booking
Transportation Arrangements
Company Travel Policies
Budget Guidelines
Records Management
Confidential Documents
Human Resources
Recruitment
Employee Onboarding
Interview Scheduling
Training Coordination
Data Entry
Databases
Spreadsheets
Microsoft Office
Microsoft Word
Microsoft Excel
Microsoft PowerPoint

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