Marine Administrative Assistant Job Montréal area,Montreal Province de Québec Canada,Administrative/Clerical

Location: Montreal

RINA is currently recruiting for a Marine Canada Administrative Assistant to join its office in Montreal within the North America Marine Division.

Mission

The Administrative Assistant plays a crucial role in managing incoming calls, directing them to the appropriate individuals or departments, and ensuring effective communication within the organization. Additionally, this role involves handling front desk responsibilities and managing mail distribution.

Key Accountabilities

Key Responsibilities

1. Administrative Support

Perform general clerical and administrative tasks

Assist with the coordination of meetings and events

Support the office with the purchase requisition process

Provide administrative support to various departments as needed

2. Non‑Productive Purchase Requisition s

Manage and coordinate non‑productive product purchase requisitions

Handle incoming calls, emails, and general inquiries, redirecting them to the appropriate parties

3. Customer Offer Preparation and Management

Utilize standard templates to draft and customize formal customer offers

Ensure accuracy, completeness, and timely distribution of offer documentation

Collaborate with the Business Development team to upload and manage offers within internal systems

4. Customer Records Management

Maintain accurate and up‑to‑date customer records

Respond to customer inquiries related to account information and updates

Coordinate with internal departments to ensure customer data is updated as needed

5. Contract and Customer Order Processing

Manage and maintain contracts, ensuring accuracy and completeness

Receive, review, and process customer orders accurately

Coordinate with relevant departments to ensure timely order fulfillment

Provide customers with updates on order status

6. Invoicing

Generate and issue customer invoices based on sales orders or service agreements, ensuring accuracy

Address invoice‑related inquiries and resolve discrepancies

7. Timesheet Management

Remind and ensure technical staff submit accurate and timely timesheets for each project

8. Customer Communication

Communicate with customers regarding products, services, and order status

Respond to customer inquiries and resolve issues promptly and professionally

Distribute communications related to invoices, payment reminders, and other relevant updates

Education

High School Diploma/GED

Qualifications

- Proven experience as a switchboard operator, receptionist, or in a similar administrative role.
- Excellent communication and interpersonal skills.
- Proficient in using office equipment.
- Strong organizational and multitasking abilities.
- Familiarity with basic computer applications (e.g., email, word processing, spreadsheet software).

Competencies

FORESIGHT & INSIGHT - Context awareness adopting a systemic perspective and informed decision making.

WORKPLACE DYNAMICS - Resourcefulness in shaping progress and working efficiently.

INTERPERSONAL INFLUENCE - Skills and strategies we use to interact effectively with others.

DOMAIN & BUSINESS ACUMEN - Applying a scientific approach and critical thinking in operations and solution development within area of expertise.

PERSONAL EMPOWERMENT - Ownership for life, work and results, striving to grow professionally and personally.

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. It is the policy of RINA to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy) national origin, age, disabilities, marital status, sexual orientation, genetics, military status, disabled veterans, recently separated veterans, other protected veterans (veterans who served during a war or in a campaign or expedition for which a badge has been authorized), and Armed Forces service medal veteran, or any other characteristic protected by state or federal law.

We are strongly committed to this policy and believe in the concept and spirit of the law.

RINA does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of RINA without a prior written search agreement will be considered unsolicited and the property of RINA. Please, no phone calls or emails.


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