Office Administrator and Country Legal

About us:
We are the independent expert in assurance and risk management. Driven by our purpose, to safeguard life, property, and the environment, we empower our customers and their stakeholders with facts and reliable insights so that critical decisions can be made with confidence.

As a trusted voice for many of the world’s most successful organizations, we use our knowledge to advance safety and performance, set industry benchmarks, and inspire and invent solutions to tackle global transformations.

About Energy Systems

We help customers navigate the complex transition to a decarbonized and more sustainable energy future. We do this by assuring that energy systems work safely and effectively, using solutions that are increasingly digital. We also help industries and governments to navigate the many complex, interrelated transitions taking place globally and regionally, in the energy industry.
About the role:
Office administrator and country legal representative support (50% time)

Objective : Make sure that the Paris office is a clean, safe, welcoming and enjoyable environment for colleagues, customers and suppliers.

Office administrator:
Stakeholders: colleagues across all BA’s, suppliers, customers linked to Paris office, Real Estate/ Procurement, country legal representative

• Management of suppliers (timely, quality, cost, validation of received orders,..) in relation with Real Estate/ Procurement
• Be local Point of Contact for Real Estate/ Procurement (safety, red folder,..)
• Management of consumables (coffee, paper, printer inkt..)
• Assure a safe and clean environment (heating, cleaning, covid measures,..)
• Badge, Spare phone and laptop management
• Support in arranging Logistics (taxi, hotel,..)
• Management of payment through Cheques
• Office announcement for new comers
• Assure working IT equipment (video, conference, beamers, wifi, laptop.) in relation with IT support
• Contribute in handling process of general invoices for Office through Basware
• Update when needed our general France internet and intranet site
• Stakeholders: country legal representative (France Mainly, Belgium & Algeria, Switserland), Business Areas representatives in France, Shared Services, Personal Assistant CEO Group.
• Administrative and logistic support to country legal representative (arranging meetings,..)
• Organization of intern events (4 times/years)
• Handle the administrative fines of the car fleet

Support Business (50% time)

Objective : assist colleagues in Energy Systems France, to satisfy customers in an efficient and effective way.

Stakeholders: Energy Systems colleagues in France.

• Support in timely and quality delivery of proposals (administrative and HSEQ part, printing, courriers)
• Support in quality delivery of reports (WORD, PDF, font/layout)
• Support with administrative matters for the colleagues in Energy Systems unit in France (eg. Archiving contracts, Internal Resource Agreement,..)
• Support in obtaining VISA and travel arrangements; contact with local travel agency
• Coordination and organisation of meetings or other social gatherings
• Focal point for local marketing and conference events
• Be in charge of organisation of common training sessions
• Contribute in handling process of business related invoices through Basware
• Support in welcoming visitor, customers, or partners
• Assist in on
• and offboarding colleagues
• Be main contact for arrival from temporary visitors
• Make sure specifications of Personal Protection Equipment are up to date and material available (eg. gas detectors,..)
• Support in Customer Satisfaction Survey process (registration, statistics, feedback,..)

Kindly note occasionally you may be asked to move and lift boxes. This is non-exhaustive and its content can evolve as function of strategy, needs of the organisation and personal development.

This position is on-site.

What we offer:

• working in a multicultural environment and will have the opportunity to work and exchange in English
• daily support of a dedicated mentor to facilitate your learning and integration into the team
• work in a modern, well-being office
• free fruits and drinks

We offer a fixed-term contract during the maternity leave of one of our employees.

About you:

• at least 1 year of experience in Office Management

• * fluent in English and French - required*:

• * ability to work from the office in Paris*:

• excellent written and oral communication skills

• strong organizational skills and the ability to multi-task
• excellent time management skills and ability to prioritize work
• good knowledge and ability to work with the MS office
• ability to sharing the knowledge with the younger colleagues
• independent and resourceful