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Operations Coordinator POST NUMBER: 6568541003

Montréal, QC, CA
May 7th, 2025
Business Services
Vaco
$ 40000.00 - 45000.00 yearly
direct hire
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Titre du poste : Operations Coordinator

Rapporte à : Managing Partner

Description :
Nous recherchons un(e) Operations Coordinator dynamique et axé(e) sur le détail pour soutenir nos équipes de services clients et de direction dans un environnement à haut volume et à rythme rapide. Le rôle consiste à fournir une large gamme de soutien administratif à l'organisation. Le/la coordonnateur des opérations sera responsable de diverses tâches, y compris la gestion des appels et des réunions, la création et la distribution de documents, ainsi que la coordination des communications internes et externes. Cette personne devra être autonome, bien organisée, flexible et capable de travailler efficacement au sein d'une équipe tout en gérant plusieurs priorités simultanément.

Responsabilités principales :

Soutien aux Services Clients :

  • Création d'annonces de recrutement externes
  • Coordination des appels entre candidats et gestionnaires clients
  • Fournir des retours aux candidats
  • Travailler avec les clients pour élaborer et distribuer des lettres d'engagement
  • Coordination des entretiens entre le client et le candidat, en s'assurant que tous les détails sont confirmés
  • Assurer que tous les documents de placement sont remplis et fournis par les clients

Soutien aux Équipes de Ventes et à la Direction :
 

  • Fournir un soutien administratif au directeur des ventes et aux responsables de comptes clients, incluant la gestion de l’agenda, la coordination des réunions et les suivis nécessaires
  • Maintien des systèmes clients tels que les outils VMS (Fieldglass, Beeline) et les CRM (Salesforce), en assurant l'exactitude des données et des mises à jour dans les délais
  • Aider à la création et personnalisation de présentations commerciales et propositions, en garantissant une sortie de qualité, conforme à l'image de marque
  • Assister dans la gestion des événements internes et externes (réunions, séminaires, événements de reconnaissance des clients)
  • Participation aux RFP (Demandes de Proposition) : Aider à la préparation des propositions commerciales, en coordonnant la collecte d’informations nécessaires, en veillant à ce que les réponses soient soumises dans les délais et en assurant la conformité aux attentes des clients

Gestion des Fournitures de Bureau :

  • S’assurer que les fournitures du bureau sont bien gérées, en effectuant l'inventaire et en commandant les produits nécessaires pour le bon fonctionnement quotidien de l’équipe
  • Gérer les stocks et les commandes de fournitures pour maintenir un environnement de travail bien approvisionné et efficace


Tâches Administratives Générales :

  • Vérifier le téléchargement des documents dans notre CRM, mettre à jour les tableaux de placements et envoyer aux associés pour mise à jour
  • Coordonner la publication des descriptions de postes sur notre site carrière avec les équipes d'aquisition de talents à l'interne 

Autres responsabilités :

  • Identifier des opportunités pour optimiser les flux de travail des ventes et améliorer la coordination interne
  • Effectuer d'autres tâches administratives à la demande de l’équipe, incluant les managers, les associés et autres professionnels administratifs

Qualifications :

  • 2-4 ans d’expérience dans un rôle de coordination, services clients, ou soutien exécutif dans une entreprise de conseil, de services professionnels, ou technologique
  • Maîtrise de Microsoft Office (en particulier PowerPoint et Excel); connaissance de Salesforce, des plateformes VMS ou des outils marketing (Canva, HubSpot) est un atout
  • Bilingue (français et anglais) avec de solides compétences en communication écrite et orale
  • Excellentes compétences organisationnelles avec la capacité de gérer plusieurs priorités dans un environnement à forte pression
  • Capacité à travailler avec des dirigeants seniors et à gérer des responsabilités orientées client
  • Esprit proactif et collaboratif, avec une approche axée sur le travail d'équipe

 

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
  • Virginia residents may access our state specific policies here.
  • Residents of all other states may access our policies here.
  • Canadian residents may access our policies in English here and in French here.
  • Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

  • the individual’s skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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