Administrative Coordinator

Dulcedo Management Inc.

Job Overview

Location

Montreal

Job Type

Full-time

Full Job Description

📋 Description

• Serve as the primary point of contact for property and facilities coordination across Dulcedo’s Montreal and Toronto offices, proactively resolving maintenance, repair, and vendor issues before they escalate.
• Coordinate all aspects of executive scheduling for leadership teams, ensuring calendars are conflict-free, meetings are confirmed, and time is protected with discretion.
• Plan, book, and manage domestic and international travel itineraries including flights, accommodations, ground transport, and visa requirements, adapting swiftly to last-minute changes.
• Reconcile and process travel expenses, vendor invoices, and employee reimbursements with accuracy and timeliness.
• Support day-to-day office operations by managing supplies, mail distribution, meeting room bookings, and vendor relationships to maintain a welcoming and functional workspace.
• Assist with onboarding logistics for new hires, including coordinating welcome packages and sourcing thoughtful gifts for talent, employees, and milestone celebrations.
• Monitor and manage the legal document inbox, file incoming documents, route them for signature, and archive completed records in compliance with internal protocols.
• Liaise directly with landlords and property managers to oversee building maintenance, lease compliance, and facility-related expenditures while maintaining accurate financial records.
• Act as a trusted administrative anchor for the Montreal office team, providing occasional on-site support to ensure seamless office functionality.
• Maintain digital filing systems using Google Workspace, ensuring all documents, calendars, and spreadsheets are organized, accessible, and up to date.
• Communicate clearly and professionally across all levels of the organization, translating complex requests into actionable tasks with precision.
• Handle confidential information with the highest level of discretion, ensuring sensitive data related to talent, executives, and legal matters remains secure.
• Thrive in a fast-paced, ever-changing environment where priorities shift rapidly, maintaining composure and efficiency under pressure.
• Embrace a bilingual work environment by seamlessly switching between French and English in written and verbal communication to support both Montreal and Toronto teams.
• Demonstrate initiative and curiosity by anticipating needs, identifying process improvements, and taking ownership of tasks without requiring direction.
• Uphold Dulcedo’s culture of integrity, collaboration, and impact by uplifting colleagues, contributing positively to team dynamics, and embodying the company’s people-first values.

🎯 Requirements

• Relevant background in administration, office coordination, operations, property management, or executive support
• Proven ability to manage multiple priorities simultaneously without dropping tasks
• Fluency in both French and English
• Proficiency with Google Workspace, digital calendars, spreadsheets, and online filing systems
• Strong discretion and ability to handle confidential information
• Composed and efficient under fast-paced, dynamic work conditions

🏖️ Benefits

• Unlimited Paid PTO
• 12 Monthly Personal Days
• Flexible Work Environment with minimal office attendance required
• Comprehensive Dental, Vision, and Medical Insurance
• Freestyle Fridays (early finish at 2:00 PM ET every Friday)
• Room to Grow through internal mobility in a fast-growing company

Skills & Technologies

REST

Remote

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Dulcedo Management Inc.

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About Dulcedo Management Inc.

Montreal-based talent management agency representing models, influencers, and content creators across North America. Founded in 2007, it scouts, develops, and places talent in fashion, beauty, lifestyle, and entertainment sectors. Services include career strategy, contract negotiation, brand partnerships, and social media growth, serving clients from emerging creators to international campaigns.

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