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Vaco San Diego

Bilingual Receptionist

Industry: Admin and Secretarial

Location: Del Mar, California

Date Posted: February 08, 2013

Bilingual Receptionist - La Jolla/UTC - Temp to Hire - $12/hr.

This individual reports to the Office Manager and is responsible for providing administrative support to corporate office personnel in an effective and efficient manner.

Duties and Responsibilities:

  • Assume and provide administrative and secretarial support as requested or as necessary, in a timely and professional manner.

  • Know, respect and execute all secretarial duties per instructions and/or according to the Front Line Team Manual (FLTM).

  • Maintain the FLTM, keeping it current with all processes and information.

  • Answer all incoming calls and guests with a positive and professional demeanor.

  • Deliver messages to the proper recipient per their preference, in a timely and professional manner.

  • Be aware of executives' movements and communicate effectively when asked, per their instructions.

  • Maintain appropriate interpersonal relationship with employees, peers, intercompany and external vendors/clients.

  • Manage conference calendars, including proactive communication and resolution to conflicts without disruption to meeting schedule.

  • Co-Manage company project files.

  • Manage receptionist files in an efficient and timely manner.

  • Manage and maintain corporate office supply inventory.

  • Manage and maintain kitchen supplies.

  • Manage incoming and prepare outgoing (domestic and international) mail/packages in an efficient and timely manner.

  • Maintain copy room in an orderly and professional appearance.

  • Maintain kitchen in an orderly and professional appearance.

  • Update and maintain contacts per executives' preference upon request.

  • Maintain desk area, keeping it clean and with a professional appearance, and all confidential matters properly secured.

  • Assume primary back-up role to AF Personal Assistant and Property Manager in their absence.

  • Manages 90% of all incoming and outgoing calls to Mexico.

  • Translates 90% of all incoming and outgoing Spanish correspondence.

Required Qualifications

  • Must have at least 2 years of Administrative experience.

  • Must be customer service oriented.

  • Demonstrated written and oral communication skills in English and Spanish.

  • Exercise sound judgment in decision making.

  • High degree of discretion dealing with confidential information.

  • Must be organized.

  • Exercise follow-through consistently.

  • Demonstrated ability to take proactive measures with regard to problem solving.

  • Demonstrated ability to take initiative with projects and problem solving.

  • Demonstrated ability and willingness to work independently and as a team.

  • Minimum two years clerical or administrative experience.

  • Typing skills with at least 50 WPM.

  • Familiar with Microsoft Office software (Word, Excel, PowerPoint).

  • Knowledge of general office machines and telephone syste.

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