Receptionist/Administrative Assistant - maternity leave cover until August 2025

at  Trafigura

Main Purpose:
Assuring a good quality service to our external and internal clients, within the conferencing / food & beverage areas, as well as assisting with facilities and reception tasks.
Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities

• Take full charge of welcome visitors, incl. accompanies them to meeting rooms. As well as offering & serving tea/coffee service in the conferencing area.
• Coordinating/booking of meeting rooms
• Booking/Coordinating of conference call, video conference, presentation screen & facilities.
• Answering and forwarding switchboard phone calls.
• Booking of external restaurants/meetings/lunches
• Coordinating special needs for visitors (General Concierge tasks)
• Organising hotel arrangements for incoming visitors
• Organising taxi, train tickets as per requests.
• Handling Petty cash.
• Printing and filing documents.
• Issue various emails, filing and archiving it properly. Assuring back up for meeting rooms to be clean and tidy at all the times, including preparation of rooms with (i) drinks and (ii) stationery etc., before meetings and tidying up after meetings.
• Assuring back up to F&B officer on busy days for breakfast/lunch servicing, preparation of lunch plates…Together with F&B Coordinator:
• Daily F&B and traiteur orders within communicating budget. Decide menus; liaise with Directors for final decision. Print menus, check translation (mentioning where necessary diet restrictions ) Record on the spreadsheet.
• Covering ground reception. Invoices approval related to reception costs. Dealing with general requests.

Knowledge skills and abilities

• Fluent in French and English
• 3rd language would be an asset (Spanish, Portuguese, Arabic)
• Microsoft package: Outlook, Excel & Word intermediate
• 3 years professional experience within hotel luxury industry
• Hospitality studies
• Dynamic, common sense, multitask, high energy individual
• Accustomed to a fast-paced environment
• Good communication skills
• Team orientated with ability to work independently
• Flexibility in working hours, due to business requirement

Key Relationships and Department Overview:
Key relationships
F&B, Executive Assistants, Administrative Assistants/Facilities, Administrative Team Leaders

• Take full charge of welcome visitors, incl. accompanies them to meeting rooms. As well as offering & serving tea/coffee service in the conferencing area.
• Coordinating/booking of meeting rooms
• Booking/Coordinating of conference call, video conference, presentation screen & facilities.
• Answering and forwarding switchboard phone calls.
• Booking of external restaurants/meetings/lunches
• Coordinating special needs for visitors (General Concierge tasks)
• Organising hotel arrangements for incoming visitors
• Organising taxi, train tickets as per requests.
• Handling Petty cash.
• Printing and filing documents.
• Issue various emails, filing and archiving it properly. Assuring back up for meeting rooms to be clean and tidy at all the times, including preparation of rooms with (i) drinks and (ii) stationery etc., before meetings and tidying up after meetings.
• Assuring back up to F&B officer on busy days for breakfast/lunch servicing, preparation of lunch plates…Together with F&B Coordinator:
• Daily F&B and traiteur orders within communicating budget. Decide menus; liaise with Directors for final decision. Print menus, check translation (mentioning where necessary diet restrictions ) Record on the spreadsheet.
• Covering ground reception. Invoices approval related to reception costs. Dealing with general requests