Receptionist

5 days per week in office - Montreal

Norton Rose Fulbright Canada LLP is currently seeking a Receptionist for its Montreal office. The successful candidate will report to the Team Lead, Office Services & Facilities.

This is a highly visible, client-facing role that requires a full-time on-site presence in the Montreal office, five days per week. Regular working hours are from 10:00 a.m. to 6:00 p.m. However, reception services are provided between 8:00 a.m. and 6:00 p.m. and are supported by a team of two. The successful candidate must be flexible and willing to adjust their schedule from time to time to provide coverage during planned or unplanned absences. Overtime may also be required to meet operational and business needs.

The primary responsibilities of this role are outlined below.

The Role

• Welcome clients and visitors in a professional and courteous manner, ensuring that conference and meeting spaces remain clean, welcoming, and ready to receive guests.
• Answer, screen, and direct incoming telephone calls and messages as required.
• Coordinate bookings for conference rooms, meeting rooms, and visitor offices, and liaise with catering, office services, and technical support teams as needed.
• Maintain access card records and perform required semi-annual audits.
• Manage the visitor log and issue temporary access cards to firm members and their guests as required.
• Provide support to the catering and facilities teams with the setup, arrangement, and breakdown of meeting rooms, conference facilities, and event spaces, including the preparation of materials and supplies.
• Clear, reset, and restock conference rooms and common areas following meetings and events, ensuring the firm’s high standards of presentation, cleanliness, and functionality are maintained.
• Provide first-level support for audiovisual equipment and escalate unresolved issues to the appropriate resources.
• Coordinate requests relating to building maintenance, cleaning services, repairs, and access cards in collaboration with building management.
• Perform a variety of administrative duties for the Office Services & Facilities team, including processing invoices for approval, preparing meeting room usage reports, data entry, posting internal communications on Scoop or in the In the Know newsletter, and carrying out other related duties as required to support firm operations.

What You Bring

• Experience in a receptionist position or an administrative role within a professional services environment
• Full professional proficiency in both French and English, spoken and written.
• A strong commitment to delivering exceptional service and creating outstanding client experience.
• Excellent customer service skills and the ability to communicate effectively with firm members at all levels, as well as with clients and visitors.
• A proactive, solutions-oriented approach and the ability to anticipate client needs.
• Strong computer skills, including proficiency with Microsoft Office and room booking software such as Korbyt or a similar platform.
• Ability to work effectively as part of a team while also demonstrating initiative and independence.
• Excellent organizational skills, attention to detail, and strong follow-through.
• Ability to perform certain logistical tasks that require frequent movement throughout the office and occasional handling of equipment or supplies.
• Ability to adapt to change, foster collaboration and teamwork, and demonstrate flexibility in working hours.
  
  

Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment? Come join us!

As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential.

To find out more about how we integrate diversity, equity and inclusion in everything we do please click Diversity, equity and inclusion | Canada | Global law firm | Norton Rose Fulbright.

If you require any reasonable adjustments during the recruiting process, please inform us in the recruitment application. We will contact you to further discuss your need.

Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities. Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds. For applicants who require an accommodation, please contact us to discuss further.

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Please note that this job posting is being advertised to fill an existing vacancy.