Afalcon Luxe Limited Administrative/Secretarial Jobs in Accra
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Afalcon Luxe Limited is an organisation with the core business of trading in air-conditioners and smart and affordable home appliance products.
Reports to: Managing Director
Job Summary
The Receptionist/Secretary is the first point of contact for the organisation and is responsible for providing administrative and clerical support to ensure efficient and effective operations. The ideal candidate will be professional, organised, and possess excellent communication and customer service skills.
Key Responsibilities
1. Front Desk Management and Customer Service (Receptionist Duties)
- Greet and welcome visitors, clients, and guests in a professional and friendly manner.
- Answer, screen, and direct all incoming phone calls promptly and professionally.
- Manage incoming and outgoing correspondence, including mail, couriers, and email inquiries.
- Maintain a tidy, presentable, and professional reception area and Showroom
- Manage the appointment schedule and coordinate meetings.
- Responsible for opening and closing the Shop
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2. Administrative and Clerical Support (Secretary Duties)
- Perform general clerical duties, including photocopying, scanning, and filing.
- Manage and maintain an organised physical and electronic filing system for all company documents and records.
- Draft, format, and edit routine correspondence, memos, reports, and other documents.
- Coordinate and organise meetings, including taking accurate minutes and distributing meeting materials.
- Handle travel arrangements, including booking flights, accommodations, and managing expense reports as needed.
3. General Office Support
- Liaise with internal staff, clients, vendors, and external partners.
- Assist with data entry and maintain various internal databases (e.g., contact lists, vendor profiles).
- Support other administrative staff or departments with overflow work and special projects as assigned.
- Maintain strict confidentiality in all business matters.
- And any other task management may require.
Required Skills or Experience
Qualifications
- Education: Diploma/HND/Bachelor's Degree in Business Administration, Office Management, Secretarial Studies, or a related field is often preferred.
- Experience: Proven work experience (3+ years) as a Receptionist, Secretary, Administrative Assistant, or similar role.
- Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Language: Fluency in English (both written and verbal) is essential. Knowledge in the Chinese language is an advantage.
Key Skills & Attributes
- Excellent verbal and written communication skills.
- Professional personal presentation and demeanour.
- Exceptional organisational, time management, and multitasking abilities.
- Strong customer service and interpersonal skills.
- Ability to be proactive, use initiative, and work with minimal supervision.
- Integrity and discretion in handling confidential information.
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Performance Standards: Key Performance Indicators (KPIs)
- Call Management considering the average Speed to Answer.
- Visitor Experience and Visitor Satisfaction
- Communication Quality and Correspondence Response
- First Impression Reception and Showroom Area Presentation with respect to cleanliness and arrangement.
- Office Supplies Management
- Information Security
- Document Accuracy
- Filing and Retrieval
- Meeting Support
Job Type and Location
Full-time work from 9:00 am to 6:00 pm on weekdays and 10:00 am to 2:00 pm on Saturdays and holidays. The applicant will be reporting to the Showroom at Spintex as their place of work.
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