Administrative Assistant and Coordinator

Company Overview

Charles Virone Concept specializes in crafting elegant residential environments, providing carefully curated home interiors alongside comprehensive interior design solutions. The team collaborates intimately with designers, suppliers, and clients to create personalized interiors that embody a modern, international style. The company emphasizes meticulous attention to detail, outstanding service, and unwavering quality in every project.

Position Summary

We are seeking an organized, dependable, and resourceful Administrative Assistant and Coordinator to join our Montreal office. This dynamic role involves hands-on coordination and support across multiple facets of the company including daily office functions, administrative follow-ups, internal organization, basic accounting assistance, and design team support. The successful candidate will serve as a vital communication bridge among senior administration, management, and the design team — ensuring smooth information flow, task follow-ups, and operational efficiency.

In our small collaborative team, we value individuals who proactively take initiative, support wherever needed, and adapt quickly to shifting priorities.

Key Duties

• Support daily office operations and overall administrative coordination.
• Assist the design team with follow-ups, vendor communications, document organization, sample coordination, meeting setup, and project-related administrative tasks.
• Help senior administrators with scheduling, filing, document preparation, data entry, internal communications, and general office coordination.
• Act as liaison between senior management and team members to facilitate requests, assistance, follow-ups, and internal communications.
• Ensure all tasks, deadlines, and communications are tracked and completed without omission.
• Follow up with suppliers, colleagues, and external partners as needed.
• Organize project details, office files, administrative records, and internal management systems.
• Provide basic support in accounting and finance including invoice processing, payment tracking, record maintenance, and document preparation.
• Coordinate appointments, meetings, deliveries, documentation, and day-to-day operational needs.
• Assist the team with problem-solving and adjusting to evolving daily priorities.
• Maintain a well-organized, professional, and efficient office environment.

Qualifications

• Fluency in English and French, both written and verbal.
• Valid Quebec driving license.
• Excellent verbal and written communication skills.
• Experience in administrative assistance, office coordination, or operations support.
• Proficiency in scheduling, document management, data entry, filing, and administrative follow-ups.
• Basic understanding of invoicing, payment tracking, expense documentation, and financial record-keeping.
• Strong organizational skills with keen attention to detail.
• Ability to manage multiple priorities and follow through independently.
• Comfortable liaising with clients, suppliers, external partners, and internal teams.
• Resourceful, reliable, professional, and solution-oriented demeanor.
• Adaptable to working in a small office environment with overlapping duties and shifting priorities.
• Proficient in Microsoft Office Suite including Outlook and Excel, along with general office software.

Additional Information

• Location: Montreal office.
• Initial employment duration: 6 to 9 months part-time (3 to 4 days per week), with a prospective transition to full-time.
• Working hours: 9 AM to 5 PM, on-site position.
• Start date: To be mutually agreed upon.