Job description

Job :

The Secretary / Receptionist is responsible for managing the telephone switchboard, welcoming visitors, coordinating administrative exchanges internally and externally, and processing mail.

 Main tasks:

• Manage the telephone switchboard
• Filter calls and direct callers to the relevant departments.

Physical reception and service:

• Welcome visitors, clients, and partners with courtesy and efficiency.
• Serve visitors during meetings or visits.

Mail and document management:

• Receive, register, sort, and distribute postal mail, emails, and faxes after approval.
• Receive administrative documents from internal departments.
• Maintain mail logs (paper and/or electronic).
• Monitor processing deadlines and ensure document traceability.
• Guarantee the confidentiality and security of the documents handled.

Administrative follow-up:

• Ensure the delivery of signed documents or those requiring correction upon return.
• Forward documents from external partners to the relevant departments.
• Handle document liaison.

Logistics and organization:

• Prepare meeting logistics.
• Organize the filing and archiving of documents according to internal procedures.

The ideal candidate for this position must have solid experience in secretarial work and reception, along with a strong sense of service and presentation. She must be able to rigorously manage administrative tasks while ensuring a warm and professional welcome for visitors.

We are looking for a candidate with a minimum Bac+2 diploma, ideally in secretarial studies, administrative management, or executive assistance, and a minimum of 5 years of experience in a similar role, preferably in an industrial setting or a structured SME.

Technical skills:

• Excellent command of telephone switchboard operation and reception techniques.
• Good knowledge of document management tools (physical and digital).
• Proficiency in office software (Word, Excel, PPT...).
• Ability to organize and manage meeting logistics.
• Skill in welcoming visitors and partners.

Personal attributes:

• Strong sense of service and hospitality.
• Organizational skills and ability to manage multiple tasks simultaneously.
• Good interpersonal skills and a strong sense of customer service.
• Discretion, rigor, and ability to work under pressure.
• Punctuality and professionalism in all internal and external interactions.