Receptionist / Administrative Assistant

Proactive Talent Solutions

Company	Proactive Talent Solutions
Category	Operations & Admin
Location	Highlands
Remote	On-site (inferred)
Employment	Not stated
Level	Not stated
Salary	Not stated by the employer
Posted	1 Jul 2026
Last verified	6 Aug 2026
Source	Employer ATS (workable)

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Description

Our client is recruiting a  Receptionist / Administrative Assistant   &nbsp;   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.  &nbsp;   Duties &amp; Responsibilities      Front Desk &amp; Reception   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Manage incoming calls by screening, identifying requests and routing them according to internal procedures.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Welcome visitors and apply reception and security procedures.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Maintain and update the Attendance Book and Visitors Book.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Receive, sort, file and distribute incoming and outgoing mail, including confidential documents.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Ensure follow-up of the dispatch log and internal document flow.  &nbsp;   Administrative &amp; Secretarial Support   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Provide administrative and secretarial support to Management and Business Managers.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Format, review and update administrative documents.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Manage administrative files ensuring accuracy and traceability.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Manage the dispatch of equipment for calibration and follow up with service providers.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Place orders for materials, equipment and consumables subject to Management approval.     Administration &amp; Quality   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Ensure compliance with quality and ISO procedures.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Update and monitor quality and administrative documents.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Ensure filing, archiving and traceability of documents.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Act as administrative liaison with internal departments.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Participate in project follow-up and client reminders.  &nbsp;   International Logistics   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; •Organize logistics for overseas missions (flights, visas, travel files).  &nbsp;   Additional Responsibilities   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Carry out any additional administrative or organizational tasks assigned.   Requirements    Profile   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Minimum HSC level.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Fluent in French and English (spoken and written).  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Good command of Microsoft Office, PABX and office tools.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Strong organizational skills, accuracy and confidentiality.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Strong interpersonal skills, professional appearance and initiative.  ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Flexible working hours when required.  &nbsp;   Conditions   ·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Office-based position, generally fixed working hours.