OFFICE ADMINISTRATOR

My client, who is an international Oil and Energy operator based in Paris, are recruiting for a Office Administrator on a contract basis . Rates negotiable.

Purpose of Job:

The role is to perform all administrative activities that support the safe and efficient running of the Paris office.
The role will interface with various support functions (HR, Finance, HSSEQ, IT, IDS, GDS, Travel agency, DET, ICPO team, project cost controllers, comms,) based locally in France and globally. There is also an important interface with payroll and accountancy firm.
Responsibilities are split into the categories below.

Office Administration Responsibilities/Support:

Responsible:

• Running daily office needs and provide all necessary adequate stationary, supplies and IT equipment.
• Coordination and resolve office related issues with building management
• Arrange meeting rooms and facilities
• Brand ambassador for our client communications
• Ensure IT set-up is readily available for new start and IT issues are managed with IT team

Support:

• Support Country Manager & HR with legal compliance with French authorities.
• Support tendering activities as required.
• Support office moves (internally and externally) as required.

Cost Control & Accountants Responsibilities/Support:

Responsible

• Timely invoicing according to contract frameworks.
• To log all payments made on SocGen bank account
• All required maintenance and tracking of invoices in the time-writing system.
• Chase up clients and reduce unpaid invoices

Support

• Provide input and Support management on monthly KPIs, WIPs & Backlog.
• Support Finance department and external accountant with monthly accruals, KPIs and bank reconciliations
• Provides progress and status reports as required by Client and Study Manager/Lead.
• Support project closeout: filing, input to lessons learned, client feedback and implementing any corrective actions.
• Support PMs on getting ICPOs and chase up Technip Energies  if needed

HR Responsibilities/Support
Responsible:

• Monitor local holidays for each employee
• Monitor ticket restaurant & canteen entries for each employee
• Provide external accountant with data to enable them to prepare payslips
• Check monthly payslips and make sure they are paid on time
• Provide induction for new  starts and ensure all documents are up to date.
• Create GWMS profile for new starts

Support:

• Support France country manager as required
• Support HR with admin as required
• Support the global resourcing team with inputs to backlog and WPS forecasting system
• Support wellbeing initiatives

Safety & Quality Responsibilities/Support:

Responsible:

• Ensure office is a good & safe environment for everyone to work in
• Interface with TP HSE leaders, DET department
• Provide GOGC UK with monthly HSE data
• Logging all incident in Synergi (HSE management tool) and close them on timely manner

Support:

• Support country manager in HSSEQ initiarives
• Sustain a high value Safety culture and assure a safe working environment in keeping with Technip group PULSE programme and of Client requirements.
• Support to close out projects in GWMS – Perform Quality Audits (All forms in place) - 
• Recording numbers of safety moments and ensure all visitors having a safety brief

Required Competencies: 

The job holder must have the following competencies:

• Working language for the role is English, which is essential as there is a high level of interfacing with international offices and clients (minimum TOIEC level 850).
• French language skills are essential.
• Good computer literacy with particular competence in MS office software.
• Conversant with cost control, planning, and invoicing software.
• Flexibility.
• Good communication and social skills.
• Ability to work in a planned fashion, under a minimum supervision

Working Conditions:
The role is based in Paris and standard working hours.
Travel may be required to other offices and client locations when required. Work sometimes requires interfacing with other offices globally.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Infrastructure, Life Sciences, Mining, Automotive and Chemicals sectors worldwide.With more than 100 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.