"From here, we see far!" The vision of the Port of Québec? To be a port recognized by citizens for its responsible land management, respect for the environment, and protection of biodiversity, while positioning itself as a global leader in implementing sustainable supply chains that serve a more resilient economy. With just over 100 employees, the Port prioritizes sustainable development, community engagement, and innovation, while also ensuring the well-being of its team. It offers a stimulating work environment full of challenges, allowing for work-life balance. The Port provides opportunities for professional development, flexible schedules, a health program, and a friendly work atmosphere enhanced by various social activities.
**The use of the masculine form is intended solely to simplify the text.
JOB DESCRIPTION
Reporting to the Cruise and Events Department management, the incumbent provides essential administrative and operational support to ensure the department’s smooth functioning. They coordinate files, billing, follow-ups, communications, and activity planning, while ensuring efficient service to both internal and external clients.
RESPONSIBILITIES
- Manage billing in Oracle, follow up on accounts receivable, and handle routine financial tasks (invoice verification, POs, reimbursements, and expenses).
- Organize departmental meetings.
- Manage administrative files, including those related to vessels.
- Follow up with the Legal Department regarding various contracts and calls for tenders.
- Welcome visitors and provide general information.
- Support the person responsible for managing the cruise ship schedule.
- Provide communication support to travel organizers, taxis, marine agents, bus companies, etc.
- Ensure client files are up to date and document all needs and specific requirements.
- Answer phone calls and emails related to room rental requests for events.
- Prepare contracts based on parameters provided by the firm Relèvénement.
- Complete and send clients the form related to alcohol permit commitments in the context of a special event permit.
- Document and format deliverable follow-ups to present to managers and ensure deadlines are met.
- Monitor the progress of ongoing files and keep the supervisor informed of developments and issues encountered.
- Act as the first point of contact for the sector, handling requests from internal and external clients or referring them to the appropriate person.
- Follow up regularly with suppliers to ensure delivery dates are respected.
- Attend event kickoff meetings and prepare meeting minutes.
- Prepare room rental contracts.
- Verify that all incoming documents (signed agreements, insurance, payments, engineering plans, etc.) comply with contract requirements and are received within required deadlines.
- Submit work requests in Guide TI for tasks performed by internal resources.
- Submit human resources requests to various partners.
- Participate in organizing and coordinating various meetings.
- Perform any other related duties.
DESIRED PROFILE
- Hold a DEC or DEP in Office Technology or equivalent.
- Have at least four (4) years of experience in administrative functions.
- Strong writing skills and excellent command of spoken and written French.
- Strong concentration skills, ability to manage priorities, and strong organizational and planning abilities.
- Strong customer service orientation.
- Team player.
