Secretary

Tasks

• Provide daily administrative support to the sales team.
• Answer phone calls, manage emails, and follow up on requests.
• Update customer files and maintain documentation records.
• Prepare and send quotations, pricing proposals, technical documents, and samples.
• Receive, verify, and process customer orders.
• Coordinate orders with suppliers and ensure proper follow-up.
• Manage import and export logistics across North America in collaboration with carriers and business partners.
• Monitor inventory levels and coordinate transportation requirements.
• Oversee customs clearance procedures and required documentation.
• Handle invoicing and follow up on customer accounts.
• Prepare cost-tracking and profitability reports.
• Prepare monthly sales reports, presentations, and forecasts.
• Manage quality certificates and ensure they are sent to customers.
• Provide administrative support to the accounting team, including verifying invoices, expense reports, and supplier payments.
• Follow up on outstanding customer invoices.
• Manage office supplies and coordinate with the IT department as needed.
• Assist with meeting preparation and document formatting.
• Perform all other related duties as required.

Advantages

• Group insurance plan.
• RRSP.
• Employee Assistance Program (EAP).
• Free parking.
• Possibility of working remotely one day per week, subject to approval.
• Sick, personal, and family leave.
• Paid vacation.
• Wellness and fitness allowance.
• Company-provided laptop.
• Tuition-related benefits for children, subject to applicable conditions.

Job requirements

• Diploma in Secretarial Studies, Office Administration, or equivalent relevant experience.
• Excellent command of French, both spoken and written.
• Good knowledge of Microsoft Word and Excel.
• Comfortable using various computer systems and software.
• Occasional availability to work weekends during events, open houses, or special activities.
• Strong communication and customer service skills.
• Excellent organizational skills, autonomy, and attention to detail.
• Ability to manage multiple priorities simultaneously.
• Discretion and respect for confidentiality.
• Sound judgment and the ability to handle sensitive situations.
• Experience in an educational or administrative environment is considered an asset.