Office Operations & Administration Assistant (Fixed-Term, 12 Months)

About the role

TotalEnergies Trading & Shipping is looking for an Office Operations & Administration Assistant in Athens, Greece, to join its new Trading & Shipping affiliate. The post reports to the Secretary General and covers office operations, vendor and cost management, and event and logistics support. The contract is fixed-term for 12 months.

Key responsibilities

• Own and manage overall office operations, including the mail room, keeping procedures organized and consistently followed
• Act as main contact for office management, facilities management, office supply procurement, maintenance coordination and access management
• Plan and execute equipment procurement, space layouts and operational systems, and manage staff access
• Provide a professional environment for visitors and handle shipping documents, liaising with couriers such as DHL
• Handle requests from vendors, service providers and the building management or landlord, and support contract and price negotiations
• Invoice and settle items on time, oversee the purchase order process, validate expenses with the Secretary General or relevant manager, and create vendor codes
• Monitor invoices, maintain a master tracker of payments, vendor creation and cost control, and support monthly cost reports
• Organize internal and external events and oversee logistics for missions, seminars and team events (hotels, restaurants, transport)
• Set up and run internal meeting logistics for the office

Required profile

• 2-3 years of experience in an administrative or office management role
• Proven experience in office operations, facilities coordination and vendor management
• Excellent communication and interpersonal skills
• Proficiency in Greek and English is essential

Required skills

• Office management systems and procedures
• Microsoft Office (Word, Excel, PowerPoint, Outlook)