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Internal Services and Facilities Attendant – Law Firm

Quebec

Job Description

Vortex Strategy & Recruitment is actively seeking an Internal Services and Facilities Attendant for its client, a highly reputable international law firm based in Quebec City.

This versatile position combines responsibilities related to the business centre, reception, and internal catering services.

Your Role and Responsibilities

Business Centre Attendant:

  • Provide occasional support to the business centre and perform tasks such as reprography, preparation and assembly of bound documents, mail handling, scanning, etc.;

  • Participate in internal office moves and workstation setups;

  • Ensure coverage of reception and catering services during breaks, absences, or vacations;

  • Perform various administrative tasks (bank deposits, mail delivery, etc.).

Reception:

  • Welcome visitors and clients in a professional and courteous environment;

  • Answer phone calls and emails, and forward messages as needed;

  • Manage deliveries and mail received at reception;

  • Confirm room reservations;

  • Internal Catering Services

  • Prepare conference rooms (set up tables and chairs and initialize audiovisual equipment for videoconferences, refreshments, coffee breaks, etc.);

  • Coordinate specific requirements with assistants for conference room bookings;

  • Order and serve meals and beverages during meetings and events;

  • Provide service to professionals during meetings or events;

  • Coordinate and organize, with the support of the marketing team, major events hosted by the firm;

  • Support committees in planning activities (e.g., articling recruitment race, summer BBQ, employee recognition week, etc.);

  • Prepare happy hours for the firm’s professionals and other social events;

  • Regularly inspect coffee stations and refrigerators in common areas to ensure they are clean, in good condition, and fully stocked at all times;

  • Regularly inspect the staff lounge and ensure it remains orderly and clean at all times;

Requirements

  • Minimum of 2 years of experience in reprography and in customer service or hospitality;

  • Very good knowledge of Microsoft Office; comfortable with audiovisual tools and room booking software (EMS, Korbyt, or equivalent);

  • Strong interpersonal and communication skills;

  • Excellent ability to work collaboratively with other team members;

  • Very good command of spoken and written French; English is an asset;

  • Organizational skills, autonomy, discretion, professionalism, and diplomacy;

  • Good physical condition (frequent movement, handling of furniture);

  • Flexibility to work overtime on short notice; First aid certification or willingness to complete training (an asset);

  • Availability to work overtime before or after regular business hours on short notice.

Benefits

  • Competitive salary based on your work experience;

  • Part-time position (25 hours per week)

  • Group insurance fully paid by the employer;

  • Retirement plan;

  • Health spending account;

  • And much more.