Administrative Assistant

Administrative Assistant (Fixed-Term Contract) Reporting Line: Western Europe Regional Resources Manager Functional Relationships: Project Managers, Site Managers, QHSE Department, Accounting Department, HR Department, Site Teams (on-site personnel) Main Responsibilities: Under the supervision of the Regional Resources Manager, the Administrative Assistant will be responsible for: Administrative management related to resources Support in organizing work sites General administrative tasks Management of Personal Protective Equipment (PPE) Management of training TASKS / RESPONSIBILITIES Administrative Management and Resources: Preparing and tracking documentation related to subcontractors Preparing purchase orders related to their activities Handling mail, answering calls, welcoming visitors Entering documents, filing, archiving, and providing general administrative support Training Management: Monitoring training (completed, upcoming, training validity) Booking and administratively managing training sessions Scheduling meetings (sending invitations, booking rooms, etc.) Work Site Organization Support: Preparing mission orders Organizing accommodations and transportation for staff (searching, booking, providing information, and follow-up) Preparing internal authorizations for required site training and BTP (construction) cards PPE Management: Managing the PPE needed for sites and distributing it to staff Monitoring PPE (stock/inventory, needs, orders) Experience / Minimum Education Level Required: Experience in a similar role Skills: Operational English Proficiency in office tools (e.g., MS Office) Personal Qualities / Competencies: Strong organizational skills and ability to prioritize Good communication skills Adaptability Willingness to learn Confidentiality QUALITY – SAFETY – ENVIRONMENT (QSE): Supervise and manage the team in a way that ensures their physical and mental health and safety. This includes: Participating in the assessment of occupational risks and monitoring action plans Contributing to the creation, implementation, and continuous improvement of the QSE system documentation Establishing and monitoring, in collaboration with the QSE Manager, feedback and follow-up procedures (sales force, customers, etc.) Ensuring all QSE information is analyzed, compared, interpreted, and communicated according to procedures Being involved in all studies aimed at achieving "TOTAL QUALITY" and "ZERO ACCIDENT" objectives Accurately determining customer requirements by preparing contract or market need reviews with the QSE Manager Ensuring clear and precise communication of all customer requirements within the company Ensuring compliance with internal instructions and procedures, as well as legal and other requirements Participating in QSE audits Participating in process reviews Implementing corrective or improvement actions to resolve non-conformities

Location: Saint-Amand-les-Eaux, FR

Posted Date: 6/6/2025