Administration and human resources
ADMINISTRATIVE ASSISTANT – RECEPTIONIST

Region, city
QuebecCapitale-Nationale, Québec

Job type
Permanent

Subsidiary
Group Desgagnées

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Groupe Desgagnés Inc. is a Québec-based company recognized for the quality of its maritime and land operations. Its head office is located in Québec City, and its subsidiaries operate in major Canadian ports, as well as in the regions of the Middle and Lower North Shore and the Canadian Arctic. Desgagnés stands out through the diversification and complementarity of its activities, both nationally and internationally.

Around the head office, subsidiaries successfully operate in their respective fields. Each subsidiary, in its diversity, coordinates its activities according to the overall strategy defined by senior management, while pursuing its own business objectives.

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The masculine form is used for conciseness only and is intended to be inclusive of all genders.

Job description

At Groupe Desgagnés’ head office in Québec City, everything flows through a central point: reception. This is where visitors are welcomed, calls are directed, and first impressions are made.

In this dynamic environment, the Administrative Assistant – Receptionist plays an essential role. This person ensures a professional presence, responds with calm and efficiency, and represents the company from the very first point of contact.

What to expect

Each morning, before meetings and internal activities begin, you are the first person to set the tone for the day. Call volume increases quickly, particularly on Wednesdays and Thursdays: you will receive calls from seafarers looking to reach the crew management department, employees with payroll-related questions, and partners seeking to connect with the appropriate business unit.

Your role is to listen carefully, ask the right questions to understand the nature of requests, and direct calls to the appropriate contacts. More than just transferring calls, you analyze needs, help defuse urgent situations, and contribute to ensuring that information flows efficiently within the organization.

And then there are the visitors – those arriving to meet the President, a supplier, or a colleague. You are the first person they see, the one who conveys the image of a solid, people-focused, and well-organized company.

You welcome them, open doors – sometimes even the elevator – prepare meeting rooms, and ensure that everything is impeccable, from videoconferencing setups to the simple water carafe that reflects strong attention to detail. The President relies on you, as does the Executive Assistant: you are part of this discreet yet essential core that ensures everything runs smoothly.

Your day is punctuated by a variety of tasks that keep things engaging. A stack of invoices arrives – you process and scan them to ensure they reach the appropriate accounts payable teams.

You then juggle internal orders, certain purchases for vessels, office supplies, and even raffle tickets, for which you manage registrations, draws, follow-ups, and communications in both French and English.

On a regular basis, you will draft messages, letters, and communications. Your French must therefore be impeccable, and your English strong. You naturally switch between languages as needed, especially since a significant portion of colleagues and partners are located outside Québec.

You also contribute to updating the website, the intranet, internal news, and the company’s Facebook page. You maintain the contact database – a true institutional memory – and even help organize photo albums used for presentations and official documents.

What we are looking for

Of course, this role is not suited for someone who feels overwhelmed when multiple requests arise at the same time. It requires a calm, resourceful, and curious individual who can manage more demanding stakeholders and handle sometimes very direct instructions without losing effectiveness.

You must enjoy learning, have good judgment, and be able to navigate between routine and the unexpected. We are looking for someone who is not unsettled by the small day-to-day surprises, who is comfortable handling both simple and more important tasks, and who remains at ease when new tools or procedures are introduced.

This is a fully on-site position, as your presence is essential: you become the point of contact for visitors and teams – the person who welcomes, responds, and ensures daily coordination.

More specifically, the main responsibilities include:

• • • • Welcoming visitors, managing door access, and providing professional reception service;
      • Answering incoming calls in French and English, understanding requests, and efficiently directing them to the appropriate teams;
      • Handling postal mail, general inbox emails, and received packages;
      • Managing and scanning invoices from various business units;
      • Updating databases (business contacts, advertising contacts);
      • Writing and sending communications in French and English;
      • Preparing meeting rooms, required equipment, and coordinating meeting logistics;
      • Making various internal purchases (supplies, equipment for vessels, platform orders);
      • Coordinating sponsorships, contributions, raffle draws, and ensuring follow-ups;
      • Contributing to updates of the intranet, internal communications, and occasionally social media;
      • Maintaining corporate photo albums (physical and digital);
      • Providing occasional administrative support to the President, the Executive Assistant, and other departments as needed;
      • Managing temporary access cards and participating in emergency response drills.

Working conditions

• • • • Permanent, full-time, daytime position;
      • Hourly salary;
      • 100% on-site position, Monday to Friday:

• • • • The standard schedule is from 8:00 a.m. to 5:00 p.m., including a 30-minute meal break, for a total of 42.5 hours per week (40 hours + 2.5 paid overtime hours, in accordance with applicable policies);
      • However, a different schedule may be possible based on employee preferences, while respecting the operational needs of the head office:
        • A 40-hour schedule, from 8:00 a.m. to 5:00 p.m. with a 1-hour meal break;
        • A 38.75-hour schedule, from 8:00 a.m. to 4:30 p.m. with a 45-minute meal break, or the employee may start at 7:45 a.m. and finish at 4:15 p.m.

• • • • Comprehensive group insurance program (including dental coverage);
      • Registered retirement savings plan (with employer contributions);
      • Employee assistance program and telemedicine;
      • Monthly wellness allowance;
      • Ongoing training program for employees;
      • Social club;
      • Parking available and access via the Québec–Lévis ferry;
      • Annual vacation;
      • Personal days, sick leave, and statutory holidays.

In addition to these benefits, enjoy working in the Petit Champlain district near the water (perfect for a morning, midday, or evening jog!), with boutiques and terrace restaurants nearby!

Required Skills

• • • • Diploma of College Studies (DEC) in office technology or other relevant training, or equivalent experience;
      • Minimum of four years of experience in a reception or customer service-related role;
      • Fully bilingual, both spoken and written;
      • Strong knowledge of Microsoft Office Suite (particularly Word, Excel, Outlook, SharePoint) and social media management;
      • Excellent interpersonal and communication skills;
      • Strong sense of responsibility, commitment, and quality of work;
      • Strong planning and organizational skills;
      • Resourcefulness, judgment, autonomy, and availability.

Proficiency in English is essential for this role due to daily interactions with colleagues, clients, and partners who are primarily located outside Québec, as well as to understand regulatory requirements and technical instructions and specifications.