Receptionist - Administrative Assistant II / Réceptionniste - Assistant(e) Administratif(ve) II

Overview: At Zebra, we are a community of innovators who come together to create new ways of working. United by curiosity and a culture of caring, we develop smart solutions that anticipate our customer’s and partner’s needs and solve their challenges. Being part of Zebra Nation means you are seen, heard, valued, and respected. Drawing from our unique perspectives, we collaborate to deliver on our purpose. Here you are part of a team pushing boundaries today to redefine the work of tomorrow for organizations, their employees, and those they serve. You’ll have opportunities to learn and lead in a forward-thinking environment, defining your path to a fulfilling career while channeling your skills toward causes you care about—locally and globally. Come make an impact every day at Zebra. What We're Looking For: As a receptionist and administrative assistant, you play a crucial role in creating a warm and welcoming atmosphere for visitors to our offices. You will greet guests warmly, direct them to the appropriate person or department, and manage incoming phone calls by answering, transferring, or taking messages as needed. In addition, you will handle appointment scheduling and perform various administrative tasks to ensure the smooth operation of the office. * Role is required to be fully onsite in the Montreal, Canada office Responsibilities Answer incoming telephone calls, determine purpose of callers, and forward calls to appropriate person or department. Place outgoing calls, as needed. Greet, accommodate, and accompany office guests, as well as other office employees and visitors. Monitor visitor access and issue guest passes, when required. Procure equipment and supplies as needed by the Business Unit Sets up conference rooms for meetings and clears them after use and report any technical malfunction if any to IT department by raising an IT ticket. Prepare name tags for new hires and collaborate with HR and IT manager to make sure that their workstation is ready for their 1st day at the office. As the backup for the facility coordinator, occasionally work to coordinate third-party maintenance, building management, and repair visits as needed (including plumbing, electrical, heating, etc.). Supports office and conference room booking services thought the conference room Outlook calendar. Supports scheduling of internal meetings including placing catering orders per manager request. Organizes food deliveries for meetings, conferences and special events; collects and distributes ordered foods delivered to the premises. Organizes, sorts, and distributes incoming and outgoing mail, couriers, correspondence and packages. Coordinates with the building services for packages delivery and pickup. Maintains appropriate quantities of supplies and equipment, including stationery and office supplies. Maintains up-to-date inventory list and ordering schedules for all inventory types (office supplies, food and beverage, etc.). Performs other duties as assigned by management such as ordering equipment, maintaining several databases uses Excel, etc. Qualifications: Minimum: Education: High school diploma or general education degree GED 1+ year experience in customer service or similar role Preferred: Proficiency in Microsoft Office suite (Word, Excel, Outlook, Teams) and comfort with technology in general. Fluent in French and English (both written and verbal). Natural aptitude for creating an exceptional first impression; brings a warm, caring demeanor and high energy to daily interactions, seamlessly connecting with the office community and ensuring all guests feel welcome. Comfortable navigating basic scheduling platforms and digital visitor management or badge-issuance systems Proven ability to multitask and manage competing front-desk priorities (such as balancing phone lines, mail sorting, and incoming guests) with professional poise * Role is required to be fully onsite in the Montreal, Canada office Titre du poste : Réceptionniste - Assistant (e) Administrati f ( ve ) II Aperçu du poste : En tant que réceptionniste et assistant (e) administratif ( ve ) , vous jouez un rôle crucial dans la création d'une atmosphère chaleureuse et accueillante pour les visiteurs de nos bureaux. Vous accueillerez chaleureusement les invités, les orienterez vers la personne ou le service approprié, et gérerez les appels téléphoniques entrants en y répondant, en les transférant ou en prenant des messages au besoin. De plus, vous gérerez la planification des rendez-vous et effectuerez diverses tâches administratives pour assurer le bon fonctionnement du bureau. Poste requis entièrement en présentiel dans nos bureaux de Montréal, Canada. Responsabilités : Répondre aux appels téléphoniques entrants, déterminer le motif de l'appel et transférer les appels à la personne ou au service approprié. Effectuer des appels sortants , au besoin . Accueillir, guider et accompagner les invités du bureau, ainsi que les autres employés et visiteurs. Surveiller l'accès des visiteurs et émettre des laissez-passer d'invités, lorsque requis. Approvisionner l'unité d'affaires en équipements et fournitures selon les besoins. Préparer les salles de conférence pour les réunions et les ranger après utilisation; signaler tout dysfonctionnement technique au service informatique (TI) en ouvrant un billet d'assistance. Préparer les badges d'identification pour les nouvelles recrues et collaborer avec les gestionnaires des RH et des TI pour s'assurer que leur poste de travail est prêt pour leur première journée au bureau. En tant que remplaçant(e) du coordonnateur ou de la coordonnatrice des installations, coordonner occasionnellement les visites d'entretien avec les prestataires externes, la gestion immobilière et les réparations nécessaires (y compris la plomberie, l'électricité, le chauffage, etc.). Prendre en charge les services de réservation de bureaux et de salles de conférence via le calendrier de salles de conférence sur Outlook. Soutenir la planification des réunions internes, y compris la commande de services de traiteur à la demande des gestionnaires. Organiser la livraison des repas pour les réunions, conférences et événements spéciaux; réceptionner et distribuer la nourriture commandée et livrée sur place. Organiser, trier et distribuer le courrier entrant et sortant, les services de messagerie, la correspondance et les colis. Coordonner avec les services du bâtiment pour la livraison et la cueillette des colis. Maintenir des inventaires adéquats de fournitures et d'équipements, y compris la papeterie et les fournitures de bureau. Tenir à jour la liste d'inventaire et les calendriers de commande pour tous les types d'approvisionnement (fournitures de bureau, nourriture et boissons, etc.). Effectuer d'autres tâches assignées par la direction, telles que la commande d'équipements, la mise à jour de plusieurs bases de données sur Excel, etc. Qualifications : Minimum : Éducation : Diplôme d'études secondaires ou équivalent général 1 an ou plus d'expérience dans le service à la clientèle ou dans un rôle similaire Privilégiées : Connaissance pratique Ma îtrise de la suite Microsoft Office (Word, Excel, Outlook, Teams) et aisance avec l es technologie s en général. Maîtrise du français et de l'anglais (à l'oral comme à l'écrit) Aptitude naturelle à faire une excellente première impression; personne énergique dotée d'une attitude chaleureuse et bienveillante, capable de tisser facilement des liens avec la communauté du bureau et de s'assurer que tous les invités se sentent les bienvenus. Aisance à utiliser les plateformes de planification de base et les systèmes numériques de gestion des visiteurs ou d'émission de badges. Capacité éprouvée à mener de front plusieurs tâches et à gérer les priorités changeantes de la réception (comme la gestion des lignes téléphoniques, le tri du courrier et l'accueil des visiteurs) avec professionnalisme et distinction. Poste requis entièrement en présentiel dans nos bureaux de Montréal, Canada. Equal Opportunity Employer: Zebra is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability and protected veteran status, or any other basis prohibited by law. If you are an individual with a disability and need assistance in applying for a position, please contact us at workplace.accommodations@zebra.com . Know Your Rights: https://www.eeoc.gov/sites/default/files/2022-10/EEOC_KnowYourRights_screen_reader_10_20.pdf Conozca sus Derechos: https://www.eeoc.gov/sites/default/files/2022-10/22-088_EEOC_KnowYourRightsSp_10_20.pdf We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. Pay Range: $21.54 - $32.31 Hourly Incentive Compensation: In addition to base pay, Zebra offers this role the opportunity to earn a performance-based annual cash incentive, at a target equal to 3% of base pay, in accordance with the terms of the applicable incentive plan. Total Rewards: Zebra Total Rewards includes more than just pay and is structured to meet the needs of our changing global business and evolving talent. We are committed to providing our employees with a benefits program that is comprehensive and competitive – including healthcare, wellness, inclusion networks, and continued learning and development offerings. We offer community service days, in addition to the traditional insurances, compensation, parental leave, employee assistance program and paid time off offerings depending on the country where you work. Salary offered will vary depending on your location, job-related skills, knowledge, and experience. Job Posting Statement: To protect candidates from falling victim to online fraudulent activity involving fake job postings and employment offers, please be aware our recruiters will always connect with you via @zebra.com email accounts. Applications are only accepted through our applicant tracking system and only accept personal identifying information through that system. Our Talent Acquisition team will not ask for you to provide personal identifying information via e-mail or outside of the system. If you are a victim of identity theft contact your local police department. AI Technology Statement: Zebra Technologies leverages AI technology to evaluate job applications using objective, job-relevant criteria. This approach enhances efficiency and promotes fairness in the hiring process. However, every decision regarding interviews and hiring is made by our dedicated team, because we believe people make the best decisions about people. For more on how we use technology in hiring and how we process applicant data, see our Zebra Privacy Policy .