About the Role

We are expanding rapidly and need a dedicated Office Assistant to centralise all front-desk, facilities, and office-service functions. You will be the first point of contact for visitors, badge issuance, equipment ordering, and daily amenities.

Key Responsibilities

Area

Duties (weekly hrs)

Reception & Security

Greet visitors, issue temporary badges, maintain visitor log, receive packages, pick up the mail.

Monitor badge readers, review security incident

Back up Facility security Officer to:

• Co-ordinates physical security of the facility;

• Manages the alarm/monitoring system;

• Manages security and cleaning personnel;

• If applicable, liaises with any building tenants to ensure their adherence to MDA Space security requirements; and

• Liaison, as necessary, with Local Police Departments.

Facilities & Amenities

Refill coffee machines, sparkling-water taps, restroom supplies, generator fuel level checks; schedule/run dishwashers; oversee refrigerator cleaning/stocking; schedule supply replenishment orders with vendors (coffee supplies, office supplies, etc.); coordinate shipping.

Equipment Procurement (LN)

Prepare and support

• ~12 weekly orders: Purchase requests, Material Service Requisition (MSR) forms.

• expense claims,

• track status,

• maintain dashboard

Printer / Shredder Management

Refill toner/paper, log service tickets

Meeting-Room & Lunch-Area Coordination

AV setup, reservation management, event support

Health & Safety

Primary First aid contact, Daily walkthroughs, incident logging, escalation

Microsoft Shifts Roster

Maintain roster, generate weekly “who is onsite” reports, train supervisors

IT Front-Desk Triage

Answer basic “where is the printer?” queries, forward technical tickets

Administrative Support

Assist onboarding/off-boarding, maintain contact directory, provide on-call rotation, maintain vacation schedule

Backup / Escalation

Act as on-call backup for badge/visitor emergencies; coordinate with Building Manager for high-risk cases

Delegation when absent: Supervisors act as rotating on-call backups; the Building Manager steps in only for high-risk security incidents.

Required Qualifications & Skills

• High-school diploma + college/technical training (preferred).
• ≥ 2 years experience in office administration, reception, or facilities coordination.
• Health & Safety qualification:
  • Understand provincial rules like those from CNESST for Quebec workplaces.
  • Basic H&S certification: Recent standard first aid and Cardiopulmonary Resuscitation Response ( CPR) course accreditation.
  • Hazard Spotting: Review, find and fix common office risks.
  • Emergency Plans: Help run fire drills and evacuation steps.
• Strong customer-service orientation and professional demeanor.
• Excellent organizational skills; ability to manage multiple concurrent tasks.
• Proficiency with Microsoft Office suite
• Familiarity with security and badge-access systems
• Ability to follow detailed Standard Operating Procedures (SOP) and maintain accurate logs.
• Strong written and verbal communication in both French and English.
• The ability to get SECRET level status.

Preferred Experience

• Prior exposure to a secure or mission-critical environment.
• Experience maintaining live desk-maps or hot-desking systems.
• Knowledge of health- and-safety practices in an office setting.
• Experience with Microsoft Shifts or similar scheduling tools is a plus.

Key Performance Indicators (KPIs)

• Visitor badge issuance ≤ 5 min from arrival.
• LN order processing ≤ 24 hrs.
• Desk-map accuracy ≥ 98 % (quarterly spot-check).
• After-hours badge response ≤ 15 min.
• Facilities supply availability 100 % of workdays.
• Staff-presence reporting (Shifts) ≥ 90 % daily entry.

Join us and be the front-line hub that keeps our mission-critical centre running smoothly as we scale to thousands of staff!

Office Assistant – Full-Time (40 hrs / week)

Location: St-Bruno-de-Montarville, MDA Space office

Reports to: Operations Manager – works closely with Building Manager