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

About the role

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

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 welcoming environment for visitors and handle shipping documents, including liaison with couriers such as DHL
• Handle requests from vendors, service providers and landlords, 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 and vendor creation, and support monthly cost and expense 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)