Reception and Administrative Support Coordinator

A WORD ABOUT US

We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 420 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.

YOUR TEAM

Our multidisciplinary team has strong expertise in various fields of communication, including strategy, content creation, media relations, social media management, public relations, government affairs, internal and external communication, graphic design, video production and editing, event planning, and more.

We develop innovative strategies to enhance the company's reputation, support its business objectives, and foster a positive corporate culture. We ensure that our messages and achievements are communicated consistently and effectively, reaching our diverse audiences. Our dedicated and experienced team is committed to promoting and elevating Moment Factory’s brand image worldwide.

YOUR MISSION

As the first point of contact for both internal and external stakeholders at Moment Factory, your primary role is to ensure a professional and welcoming representation of the studio. You will manage incoming calls, coordinate deliveries, assist suppliers, clients, and visitors, and ensure that all necessary supplies and equipment are available for the smooth operation of the space and employees.

In collaboration with the Events and Employee Engagement Coordinator, you will oversee food services for employees, including the breakfast bar, snacks, and beverages. You will also be responsible for keeping inventory up to date and placing necessary orders. The reception role is essential, as it serves as the first point of contact for both internal and external audiences. It embodies the company’s values and personality, making this position a true showcase of our identity.

The person in this role is also an integral part of the Events and Employee Engagement team, which helps organize internal and external events, corporate offerings, and employee activities. This position falls under the Global Communications and Public Relations department, with which you will collaborate closely.

ROLES AND RESPONSIBILITIES

• Reception and Front Desk Responsibilities :
• Greet and assist all visitors, clients, and employees upon arrival ;
• Manage incoming and outgoing mail and packages, both business-related and personal when needed;
• Answer incoming calls and handle emails received via the general inbox;
• Oversee reservations for internal spaces and resources, including visit schedules, activity calendars, conference rooms, demos, and more;
• Monitor inventory levels and place orders for various supplies (office and printer supplies, kitchen essentials, etc.);
• Ensure site security and manage access control;
• Maintain order, cleanliness, and overall presentation of shared spaces;
• Provide necessary information and address common inquiries from employees and visitors.




• Administrative Support :
• Coordinate and organize meetings;
• Welcome select visitors and delegations, including booking meeting rooms and managing necessary equipment;
• Receive, sort, and respond to emails sent to the department’s general inbox;
• Assist in communicating updates to employees regarding spaces and activities;
• Maintain and update various work tools such as calendars and schedules;
• Provide administrative support to team members as needed.




• Support for Internal Activities and Events :
• Assist in the planning, communication, and coordination of corporate offers and events to enhance employee engagement;
• Communicate corporate offers to employees and keep the corporate offers guide up to date;
• Support the overall logistics of internal and external events;
• Organize meetings related to activities and events, prepare agendas, and participate in discussions;
• Maintain the internal events and activities calendar, including sending calendar invitations.

YOUR JOURNEY INCLUDES

• College diploma (DEC) in Communication, Administration, Management, or relevant experience related to the role;
• 1 to 2 years of experience in coordination, reception, or administrative roles;
• Familiarity with travel booking platforms is an asset;
• Bilingual in French and English, both spoken and written (English communication is required in this role);
• Proficiency in MS Office Suite (Word, Excel, etc.), Google tools, and Keynote;
• Knowledge of the macOS operating system;
• Experience in visual arts or the multimedia industry is an asset.

YOUR QUALITIES

• Excellent interpersonal skills, a positive and professional attitude, and strong communication abilities;
• Attention to detail, strong priority management, and resourcefulness;
• Autonomy, initiative, adaptability, and strong organizational skills;
• Proven ability to handle multiple projects simultaneously, work under pressure, and collaborate effectively in a team;
• Strong sense of responsibility and ability to meet deadlines;
• Punctuality and reliability.

SPECIFIC WORK CONDITIONS

• Ability to work in a busy, fast-paced, and constantly evolving environment;
• On-site presence required five days a week.

SOME PERKS THAT COME WITH WORKING AT MF

• Group insurance benefits for you and your family;
• Wellness account allowing you to claim personal expenses up to $250 per year;
• $110 inspiration account;
• Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family;
• 5 paid sick days per year;
• Personalized training and skills development plan through the MF School;
• Daily meals at lower cost, snacks, and coffee available at all times;
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).

If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you!