Receptionist/Administrative Assistant

Our client is recruiting a Receptionist / Administrative Assistant

Mission

Reporting to the Executive Assistant, the Receptionist / Administrative Assistant is responsible for front desk duties, administrative support, logistics coordination and supplier follow-up, in compliance with internal and quality procedures.

Duties & Responsibilities

Front Desk & Reception

• ·       Manage incoming calls by screening, identifying requests and routing them according to internal procedures.
• ·       Welcome visitors and apply reception and security procedures.
• ·       Maintain and update the Attendance Book and Visitors Book.
• ·       Receive, sort, file and distribute incoming and outgoing mail, including confidential documents.
• ·       Ensure follow-up of the dispatch log and internal document flow.

Administrative & Secretarial Support

• ·       Provide administrative and secretarial support to Management and Business Managers.
• ·       Format, review and update administrative documents.
• ·       Manage administrative files ensuring accuracy and traceability.
• ·       Manage the dispatch of equipment for calibration and follow up with service providers.
• ·       Place orders for materials, equipment and consumables subject to Management approval.

Administration & Quality

• ·       Ensure compliance with quality and ISO procedures.
• ·       Update and monitor quality and administrative documents.
• ·       Ensure filing, archiving and traceability of documents.
• ·       Act as administrative liaison with internal departments.
• ·       Participate in project follow-up and client reminders.

International Logistics

• ·       •Organize logistics for overseas missions (flights, visas, travel files).

Additional Responsibilities

• ·       Carry out any additional administrative or organizational tasks assigned.

Profile

• ·       Minimum HSC level.
• ·       Fluent in French and English (spoken and written).
• ·       Good command of Microsoft Office, PABX and office tools.
• ·       Strong organizational skills, accuracy and confidentiality.
• ·       Strong interpersonal skills, professional appearance and initiative.
• ·       Flexible working hours when required.

Conditions

• ·       Office-based position, generally fixed working hours.