Job

Office Coordinator – Administration (Part-time)

Montreal, QC

Description

At BETA Technologies, together we apply our intellectual curiosity, passion for aviation, and commitment to sustainability toward a shared mission of revolutionizing electric aviation. Regardless of the position one holds, each team member brings their talent and desire to positively impact the environment and lives of others in a refreshing, vibrant, and inclusive culture.
As the BETA team grows, we are seeking a part-time Office Coordinator who will support leadership and help us keep our Canadian headquarters running smoothly and efficiently. 
The Office Coordinator is responsible for providing a wide range of office management and support to the company including scheduling/managing calendars, making/confirming meeting arrangements, editing and proofreading proposals, and writing correspondence. Must be self-managed and direct duties of all office staff. Must be numbers oriented and be creative with project work. Must be open to not only being an office coordinator, but also supporting staff occasionally in various capacity. Must be resourceful, an independent thinker, and self-sufficient as well as self-motivated. 

How you will contribute to revolutionizing electric aviation:

  • Managing overall administrative activities for the office
  • Liaise with AirCreebec (Owner of the building) as required
  • Coordinate with ADM (Aéroport de Montreal) as required
  • Manage and serve as a point of contact for onsite visitors: meet, greet, and connect visitors with their host(s).
  • Remaining responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment such as the layout, arrangement, and housekeeping of office facilities
  • Support company meetings and events, participate in and supervise company projects and events
  • Manage calendars/schedules with clients, prospects, and partners to coordinate virtual and onsite meetings.
  • Coordinate and manage conference room schedules.
  • Coordinate travel, hotels, and meals for leadership and guests, as needed.
  • Coordinate with the IT team on general team member support and new hires
  • Support the Finance team with managing R&D tax credit/reporting
  • Assisting accountants with activities such as processing accounts payable and accounts receivables in an accurate and timely manner and other related activities, coordination to set up Canadian vendors and invoicing.
  • Order office supplies and general office needs, furniture, office equipment etc. for the entire staff
  • Manage and triage BETA Company Phone line. 
  • Performing administrative work such as typing, filing, sorting, and distributing mail; assisting with the preparation of correspondence to clients
  • Maintaining confidentiality of sensitive and confidential information 
  • Performing other work-related duties as assigned

  • Minimum Qualifications we are seeking (your Knowledge, Experience, and Abilities):

  • A degree in Business Administration preferred
  • Previous experience as an office coordinator is a plus
  • Fully bilingual in French and English
  • Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required
  • Experience with Google G -Suite including drive, mail, calendar, docs, sheets, slides, charts, hangouts; Slack, application lifecycle - general software aptitude
  • A self-starter with excellent interpersonal and communication skills with a talent for customer service, good presentation skills
  • Efficient with strong attention to detail
  • Strong customer support orientation (for internal/external customers), demonstrated professional demeanor, and the ability to maintain confidential and sensitive information
  • Ability to work in a service-oriented team environment with strong organization, communication, and time management skills.
  • Strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
  • Demonstrated ability to manage and support leadership, utilizing an array of administrative tools and savvy.
  • Proven ability to manage projects