The HR Department is looking for a motivated colleague to strengthen its reception’s team.
This is a part-time role consisting of:
- a schedule of one full day (Friday) and one half day (Wednesday afternoon) every week.
- extra hours may be required to provide coverage during vacation periods and unexpected staff absences.
- the total number of hours will amount to a 50% part-time position, which will be paid monthly.
The Receptionist and Administrative Assistant works under the hierarchical supervision of the Office Manager (Human Resources department).
Objective: To provide a professional and welcoming reception service, ensuring the efficient management of visitors, calls, and administrative support activities, while contributing to the smooth day-to-day operation of the office.
Main responsibilities / Major Activities
Reception and Visitor Experience
- Front Desk Operations
- Visitor Security and Access Control
- Meeting and Facility Coordination
- Mail and Courier Management
- Office Support and Supplies Management
- Administrative Support and travel arrangements
Activities:
- Welcome visitors: Ensure all visitors are assisted in a friendly and timely manner.
- Manage the front desk: Handle all incoming calls, direct them to the appropriate departments, and manage inquiries.
- Maintain security protocols for visitors: Monitor visitor logbooks, issue visitor badges, and ensure visitors are escorted as required.
- Coordinate meetings, appointments and lunch orders: Manage meeting room reservations and assist with preparations for client or internal meetings.
- Distribute mail and packages: Handle and distribute incoming mail and courier deliveries.
- Maintain a clean and organized reception area: Ensure the front desk and surrounding areas are tidy and presentableBack up for travel arrangements: Book flights, hotels, and transportation for executives and staff if required.
- Inventory and ordering office supplies and consumables: Water, tea, coffee, notebooks, pens, cleaning materials, etc, …Perform administrative tasks: Assist in data entry, filing, and any other clerical duties when required
Profile
Bachelor’s degree or equivalence 3 years’ experience in administrative role
- Flexible working schedules
- Excellent knowledge in English and French
- Excellent organizational skills
- Ability to multitasking
- Details oriented
- Good knowledge of MS Office
- Interpersonal skills and customer oriented, good communication skills
- Team player
Salary estimation for part-time role:
1600 – 1800 Gross per month
Benefits
Permanent contract
Pension plan
Reimbursement of public transport
Meal vouchers
Hospitalisation insurance and ambulatory care
Free parking
Wage according to our Non-Profit organisation status
30 days holidays (full time)
