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 sign-out 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 clean-up 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.

QUALIFICATIONS

Education and experience

• 1st degree in business administration or any other related field
• 2-5 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 fast-paced, 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 projector, 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.

Salary: Negotiable

Location : East Legon, around the district police headquarters.

Employment Type: Full Time