Receptionist and administrative assistant

The role

Are you detail-oriented, highly organized, and known for providing exceptional customer service? Would you like to work in a professional and dynamic law firm? We would love to meet you!

Founded in 1892, ROBIC is an internationally renowned firm bringing together professionals with diverse expertise, including lawyers, scientists, and engineers specializing in intellectual property and business law. In 2023, ROBIC joined the IPH Limited group, an international network of intellectual property firms operating across ten jurisdictions and serving clients in more than 25 countries.

ROBIC is seeking a professional, personable, and welcoming individual to join our Montréal team in the role of Receptionist and administrative assistant. The successful candidate will play a key role in ensuring the smooth day-to-day operations of our Montréal office and providing an exceptional experience for visitors, while collaborating with and supporting various departments across the firm.

WHY JOIN THE ROBIC TEAM?

• To be part of a people-centered and dynamic team;


• To enjoy a 35-hour work week that supports work-life balance;


• To access a wide range of employee benefits, including: group insurance, a retirement savings plan with employer contributions, sick days, years of service recognition programs, peer recognition initiatives, vacation days available from your start date, telemedicine services for you and your family, an employee assistance program, OPUS discounts, an on-site gym, and more;


• To be part of a team where your ideas and perspectives are valued;


• To work in a bright, fully renovated office space, easily accessible by public transit, with free coffee available at all times;


• To join an employer recognized among the “Best Workplaces in Professional Services” nationwide and certified as a “Great Place to Work” for the past three years.

Responsibilities

Receptionist responsibilities (80 %) :

• Welcome clients, vendors, and couriers;


• Manage incoming telephone calls;


• Monitor and respond to email requests while maintaining the daily reception calendar for internal events;


• Update the Reception Guide on a daily basis (music system, fax transmission via eFax, passwords, conference room blind controls, etc.);


• Act as a remote backup for the Quebec City office receptionist by handling calls and requests as needed;


• Ensure the proper operation and administration of the office’s permanent access card system;


• Maintain conference rooms and ensure they remain fully operational;


• Perform basic Intranet-related tasks, including updates to the telephone directory, Internal Services HR tasks, office floor plans, and related information;


• Serve as the main point of contact for building-related matters, including service calls, management of prepaid parking passes, and temporary visitor access cards;


• Perform any other related duties as required.

Support to different departments (20 %) :

Invoice Management and Accounting Support

• Process invoices for office-related purchases (events, lunches, etc.);


• Review expense claims through Power BI and approve/validate expenses;


• Validate OPIC payments.

Marketing Support

• Manage ticket purchases for selected events;


• Provide assistance with the Client Portal;


• Manage continuing education certificates for the Québec Bar (Barreau du Québec).

Human Resources Support

• Update monthly lists of employees eligible for different programs.

Practice group support

• Assist teams during periods of high workload, when available, by performing various administrative tasks;


• Prepare and send client correspondence using established templates;


• Verify and update data in internal systems.

Requirements and skills

• High school diploma or college diploma (or equivalent);


• Experience in customer service or as a receptionist (a strong asset);


• Good command of French and English, both written and spoken;


• Proficiency in Microsoft Word;


• Available to work on-site from Monday to Friday;


• Strong customer service skills;


• Professionalism, sound judgment, and discretion;


• Strong organizational skills and a proactive approach;


• Accuracy, attention to detail, and thoroughness;


• Good judgment and decision-making ability;


• Ability to work independently and resourcefulness;


• Adaptability and ability to learn quickly.

We are looking for a standout candidate who will bring strategic expertise to support ROBIC’s continued growth and evolution. We offer a competitive salary and a comprehensive range of distinctive benefits, all within a warm and stimulating work environment.

In 2024, 2025 and 2026, ROBIC was recognized among the Best Workplaces in Professional Services in Canada, in addition to being proudly certified as a Great Place to Work for three consecutive years based on feedback from our team members. These recognitions reflect our genuine commitment to the well-being of our people. At ROBIC, we firmly believe that everyone plays an essential role in fostering a positive, caring, and inclusive workplace culture. We are dedicated to continuously evolving and implementing best practices to ensure our team members are simply happy.

Our firm is also a proud member of the LLD (Legal Leaders for Diversity and Inclusion) network. By being part of this network, we reaffirm our commitment to providing all team members with an inclusive work environment that values diversity, equity, and inclusion—where everyone feels welcomed and empowered to reach their full potential. We believe in and uphold the principle of employment equity, and we encourage all qualified candidates representing the diversity of our communities to apply.

We invite those who share our passion to join us and contribute to our continued success. Interested candidates are asked to submit their application promptly. We are already very excited about the opportunity to get to know you!