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ROBIC

Receptionist and administrative assistant

Quebec, QC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Dec 4, 2026
Posting language: English
Posted: Nov 4, 2026

Original job description

Are you detail-oriented and organized, with exceptional customer service skills? Would you like to work in a professional and collaborative environment? We would love to meet you!

Founded in 1892, ROBIC is an internationally renowned firm bringing together professionals with diverse expertise, including lawyers, scientists, and engineers specializing in intellectual property and business law. In 2023, ROBIC joined the IPH Limited group, an international network of intellectual property firms operating across ten jurisdictions and serving clients in more than 25 countries.

ROBIC is seeking a professional and personable candidate to join our Québec City team in a hybrid Receptionist and Administrative Clerk role. The successful candidate will play a key role in ensuring the smooth day-to-day operations of our Québec office while providing a warm and welcoming experience for visitors. Working closely with lawyers, paralegals, and administrative assistants in the Trademark Group, this individual will contribute to the efficient delivery of services and the overall success of the team.

WHY JOIN THE ROBIC TEAM?

To be part of a people-centered and dynamic team
To enjoy a flexible 35-hour work week that supports work-life balance
To benefit from every second Friday off year-round through a time-banking program
To access a wide range of employee benefits, including: group insurance, a retirement savings plan with employer contributions, sick days, years of service recognition programs, peer recognition initiatives, vacation days available from your start date, telemedicine services for you and your family, an employee assistance program, and more
To be part of a team where your ideas and perspectives are valued
To work in a friendly environment where coffee, tea and snacks are available for free
To join an employer recognized among the “Best Workplaces in Professional Services” nationwide and certified as a “Great Place to Work” for the past three years

Responsibilities

Responsibilities related to the reception:

Answer incoming phone calls
Welcome clients, vendors, and couriers
Prepare meeting rooms for client meetings
Send, receive, sort, and distribute mail and packages
Coordinate events held at the Québec City office
Liaise with certain service providers and departments at the Montréal office
Serve as the remote backup for the Montréal office receptionist
Manage orders for office supplies, groceries, and/or catered lunches
Coordinate communications with the building management team regarding parking, access cards, service requests, and other office-related matters
Maintain and update records related to office expenses and operating costs
Ensure the proper functioning of printers and photocopiers, and liaise with the IT team to resolve any issues
Maintain the cleanliness and organization of the kitchen, coffee machines, and other shared areas
Perform any other related duties as required

Responsibilities Related To Trademark Administration

Review documents in accordance with established procedures
Process file closures
Send emails to clients using approved templates
Assist with the management of internal deadlines and docketing activities
Process trademark non-renewal instructions
Maintain and update client and file records
Perform any other related duties as required

Requirements And Skills

High school diploma, college diploma, or equivalent
Experience in customer service and/or as a receptionist
Strong written communication skills in both French and English
Proficiency in Microsoft Word
Available to work on-site Monday through Friday
Excellent customer service and interpersonal skills
Professionalism, sound judgment, and discretion
Strong organizational skills and a proactive approach
Accuracy, attention to detail, and a high level of thoroughness
Sound judgment and the ability to make decisions independently
Self-motivation, resourcefulness, and the ability to work autonomously

We are looking for a standout candidate who will bring administrative and customer service expertise to support ROBIC’s continued growth and evolution. We offer a comprehensive range of distinctive benefits, all within a warm and stimulating work environment.

In 2024, 2025 and 2026, ROBIC was recognized among the Best Workplaces in Professional Services in Canada, in addition to being proudly certified as a Great Place to Work for three consecutive years based on feedback from our team members. These recognitions reflect our genuine commitment to the well-being of our people. At ROBIC, we firmly believe that everyone plays an essential role in fostering a positive, caring, and inclusive workplace culture. We are dedicated to continuously evolving and implementing best practices to ensure our team members are simply happy.

Our firm is also a proud member of the LLD (Legal Leaders for Diversity and Inclusion) network. By being part of this network, we reaffirm our commitment to providing all team members with an inclusive work environment that values diversity, equity, and inclusion - where everyone feels welcomed and empowered to reach their full potential. We believe in and uphold the principle of employment equity, and we encourage all qualified candidates representing the diversity of our communities to apply.

We invite those who share our passion to join us and contribute to our continued success. Interested candidates are asked to submit their application promptly. We are already very excited about the opportunity to get to know you!

Apply About employer

More about this job

Responsibilities

Manage front-desk operations, including calls, visitors, meeting rooms, mail, office supplies, events, service providers, and shared office spaces. Support trademark administration by processing file closures and non-renewal instructions, sending client communications, assisting with deadlines and docketing, and maintaining client and file records.

Requirements

A high school diploma, college diploma, or equivalent is required, along with customer service or receptionist experience. Candidates should have strong written communication skills in French and English, proficiency in Microsoft Word, excellent organization and attention to detail, sound judgment, and the ability to work independently on-site Monday through Friday.

Skills

Customer Service
Reception
Administrative Support
Written Communication
French And English Communication
Microsoft Word
Organization
Attention To Detail
Professionalism
Judgment And Discretion
Interpersonal Skills
Deadline Management
Docketing
Recordkeeping
Event Coordination
Independent Decision-Making

Benefits

Group Insurance
Sick Days
Years Of Service Recognition
Peer Recognition
Vacation Days
Telemedicine Services
Employee Assistance Program
Flexible Work Week
Time-Banking Program

Visa sponsorship

Not detected in the job text

Keywords

Reception
Administrative Support
Customer Service
Trademark Administration
Intellectual Property
Business Law
Microsoft Word
French
English
Phone Calls
Visitor Management
Meeting Room Preparation
Mail And Package Distribution
Event Coordination
Office Supplies
Office Expenses
Printer And Photocopier Support
Client Records
File Records
File Closures
Trademark Non-Renewal
Deadline Management
Docketing
Document Review
Bilingual Written Communication

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