Administrative Assistant
GDI Services Hôteliers
We are currently looking to fill a permanent position for administrative support within our company.
The individual will ensure to provide administrative support to the hotel services vice-presidency team. They will collaborate with the team to support project and sub-project management, additional work, communication tools, and provide ongoing support to project managers. They will also act as a liaison with client accounting services.
WHAT IS OFFERED
A stimulating and rewarding work environment
An opportunity for advancement within the company
A flexible schedule of 35 hours/week from Monday to Friday
A hybrid context including remote work
Salary to be determined
Social benefits; sick days, group insurance, 3 weeks of vacation
VARIED TASKS, KEY ROLE in an experienced team!
DOCUMENTATION
Preparation of equipment and material orders, work routes, periodic work schedules, time sheets.
Contract amendments and billing adjustments according to different deadlines
Preparation of bids (calculations)
Drafting service proposals for clients (texts) and sending them to the client
Billing management
Billing through entry and approval of amendments, monthly validation of invoices to be sent and confirmation to the finance department
Billing through extraction of worked hours
Compliance with accounting closing deadlines
Effort and receipt of purchase orders with clients
Annual indexing of contracts according to conditions
Participation in financial results analysis
Follow-up of accounts receivable
Billing of works
BUDGET MANAGEMENT
Entry and approval of material orders
Request for information from suppliers
Follow-up of material budgets
Preparation of tracking and control documents such as: order forms, tables, lists, forms, productivity control, etc.
Verification of time sheets
Verification of components of financial statements for analysis
CLERICAL SUPPORT
Drafting communications in French and English
IT support as needed (e.g., Azur, Excel, word processing)
Preparation of letters/emails to clients
Compilation of data and completion of various Excel reports
Creation of diverse presentations using PowerPoint
Invitations, preparation, booking for meetings, and drafting minutes
COMMUNICATIONS MANAGEMENT
Creation and updating of internal and external resources in Azur
Creation and updating of Outlook contacts
Follow-up and updating of promotional activities (client birthday, offers, contract anniversary, etc.)
Any other administrative support task
REQUIRED STRENGTHS
Strong knowledge of Microsoft Windows suite
Bilingualism in English and French. Proficiency in other languages is an asset
Verbal communication skills
1 year of experience in a similar role
Training in accounting is an asset
Knowledge of the hotel industry is an asset
Strong customer service skills
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