Bilingual Secretary

Responsibilities:

• Reception/Front Desk
  
• Greet all visitors and provide a professional and positive client experience.
  
• Service visitors by welcoming directing and announcing them appropriately.
  
• Manage main phone line switchboard; answer screen and forward all incoming phone calls as appropriate.
  
• Manage equipment inventory (projectors laptops and printers) and signout forms.
  
• Receive and sort daily mail/deliveries/couriers and distribute.
  
• Other duties as assigned.
  

Facilities

• Maintain front entrance reception area and boardrooms to ensure they are clean and ready for use.
  
• Ensure office supplies
  
• Coordinate firm s cleanup schedule and establish appropriate rotating shifts.
  
• Administer procurement vendors and contractors and monitor service standards.
  
• Other duties as assigned.
  

General Administration

• Coordinate room setup A/V equipment and catering for meetings.
  
• Daily administration of opening and closing client files.
  
• Perform clerical duties such as filing scanning and photocopying for specific departments.
  
• Maintain a database for offsite storage and support vendor relationships.
  
• Coordinate paper shredding services as required.
  
• Other duties as assigned.
  

Requirements

QUALIFICATIONS

Education and experience

• 1st degree in business administration or any other related field
  
• 25 years of working experience in administration.
  

Knowledge and skills

• Excellent verbal and written communication skills in English and French.
  
• Proven administrative experience working under pressure in a fastpaced professional services environment.
  
• Strong customer service focus with the ability to organize multitask and prioritize work.
  
• Professional appearance and friendly personable positive disposition.
  
• Acute attention to detail and accuracy when completing tasks.
  
• Ability to take instructions manage ongoing tasks and follow through on assignments.
  
• Proficiency with Microsoft Office programs; experience using office equipment such as computers printers laptops and projectors transcriber fax machine voicemail messaging systems and photocopiers/scanners.
  

Working Conditions

• Office hours are 8:00 AM 5:00 PM.
  
• Primarily in an office environment.