Receptionist and administrative assistant

Are you detail-oriented and organized, with exceptional customer service skills? Would you like to work in a professional and collaborative environment? We would love to meet you!

Founded in 1892, ROBIC is an internationally renowned firm bringing together professionals with diverse expertise, including lawyers, scientists, and engineers specializing in intellectual property and business law. In 2023, ROBIC joined the IPH Limited group, an international network of intellectual property firms operating across ten jurisdictions and serving clients in more than 25 countries.

ROBIC is seeking a professional and personable candidate to join our Québec City team in a hybrid Receptionist and Administrative Clerk role. The successful candidate will play a key role in ensuring the smooth day-to-day operations of our Québec office while providing a warm and welcoming experience for visitors. Working closely with lawyers, paralegals, and administrative assistants in the Trademark Group, this individual will contribute to the efficient delivery of services and the overall success of the team.

WHY JOIN THE ROBIC TEAM?

• To be part of a people-centered and dynamic team
• To enjoy a flexible 35-hour work week that supports work-life balance
• To benefit from every second Friday off year-round through a time-banking program
• To access a wide range of employee benefits, including: group insurance, a retirement savings plan with employer contributions, sick days, years of service recognition programs, peer recognition initiatives, vacation days available from your start date, telemedicine services for you and your family, an employee assistance program, and more
• To be part of a team where your ideas and perspectives are valued
• To work in a friendly environment where coffee, tea and snacks are available for free
• To join an employer recognized among the “Best Workplaces in Professional Services” nationwide and certified as a “Great Place to Work” for the past three years
  
  

Responsibilities

Responsibilities related to the reception:

• Answer incoming phone calls
• Welcome clients, vendors, and couriers
• Prepare meeting rooms for client meetings
• Send, receive, sort, and distribute mail and packages
• Coordinate events held at the Québec City office
• Liaise with certain service providers and departments at the Montréal office
• Serve as the remote backup for the Montréal office receptionist
• Manage orders for office supplies, groceries, and/or catered lunches
• Coordinate communications with the building management team regarding parking, access cards, service requests, and other office-related matters
• Maintain and update records related to office expenses and operating costs
• Ensure the proper functioning of printers and photocopiers, and liaise with the IT team to resolve any issues
• Maintain the cleanliness and organization of the kitchen, coffee machines, and other shared areas
• Perform any other related duties as required
  
  

Responsibilities Related To Trademark Administration

• Review documents in accordance with established procedures
• Process file closures
• Send emails to clients using approved templates
• Assist with the management of internal deadlines and docketing activities
• Process trademark non-renewal instructions
• Maintain and update client and file records
• Perform any other related duties as required
  
  

Requirements And Skills

• High school diploma, college diploma, or equivalent
• Experience in customer service and/or as a receptionist
• Strong written communication skills in both French and English
• Proficiency in Microsoft Word
• Available to work on-site Monday through Friday
• Excellent customer service and interpersonal skills
• Professionalism, sound judgment, and discretion
• Strong organizational skills and a proactive approach
• Accuracy, attention to detail, and a high level of thoroughness
• Sound judgment and the ability to make decisions independently
• Self-motivation, resourcefulness, and the ability to work autonomously
  
  

We are looking for a standout candidate who will bring administrative and customer service expertise to support ROBIC’s continued growth and evolution. We offer a comprehensive range of distinctive benefits, all within a warm and stimulating work environment.

In 2024, 2025 and 2026, ROBIC was recognized among the Best Workplaces in Professional Services in Canada, in addition to being proudly certified as a Great Place to Work for three consecutive years based on feedback from our team members. These recognitions reflect our genuine commitment to the well-being of our people. At ROBIC, we firmly believe that everyone plays an essential role in fostering a positive, caring, and inclusive workplace culture. We are dedicated to continuously evolving and implementing best practices to ensure our team members are simply happy.

Our firm is also a proud member of the LLD (Legal Leaders for Diversity and Inclusion) network. By being part of this network, we reaffirm our commitment to providing all team members with an inclusive work environment that values diversity, equity, and inclusion—where everyone feels welcomed and empowered to reach their full potential. We believe in and uphold the principle of employment equity, and we encourage all qualified candidates representing the diversity of our communities to apply.

We invite those who share our passion to join us and contribute to our continued success. Interested candidates are asked to submit their application promptly. We are already very excited about the opportunity to get to know you!