Office Operations & Administration Assistant – 12 months Fixed-Term Contract

Country Greece City ATHENS Workplace location ATHENS-MENEKRATOUS(GRE) Employer company TOTSA TotalEnergies Trading SA Domain Secretarial/Administrative Support Type of contract Fixed term position Experience Less than 3 years

Context & Environment

TotalEnergies operates a global trading ecosystem covering the full spectrum of commodities essential to the Company’s multi‑energy strategy: crude oil and refined products including biofuels, natural gas, LNG, and power. 

Our trading activities, span physical and paper markets worldwide supported by multidisciplinary teams based in Geneva, Paris, Houston, Dubai, Singapore and Athens.  

 

Joining our team in Athens means becoming part our newly created Trading & Shipping affiliate, designed to host a dedicated competence center for Trading. 

You’ll be part of an international ecosystem where expertise, collaboration, and innovation come together to support our trading operations and shape the energy transition. 

Our Athens workspace combines the agility of a fast‑growing structure with the stability and ambition of a leading energy trading organisation, giving young and experienced talents the freedom to shape a lasting imprint on a region with strong potential. It’s a place where your expertise is not only valued — it becomes instrumental in building our next chapter.

 

At TotalEnergies, Trading & Shipping is more than a business — it’s a dynamic ecosystem of talent, innovation, and impact. 
Join us and be part of the energy transition in action!

Activities

Administration & Office Operations 

Own and manage overall office operations, including mail room function, ensuring procedures are organized, efficient, and consistently followed across the affiliate.

• Serve as the primary point of contact for all office management matters, facilities management, procurement of office supplies, coordination of office maintenance, and access management
• Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems. 
• Manage office access for the staff. 
• Provide a professional and welcoming environment for visitors and external guests. 
• Handle shipping docs, including liaising with delivery services e.g. DHL. 

 

Vendor & Cost Management

• Handle requests from vendors, service providers, and the building management and/or landlord. 
• Support contract and price negotiations with office vendors and service providers. 
• Invoice and settle all items on time. 
• Oversee the full Purchase Order process, support expenses validation with the Secretary General or relevant manager and manage vendor code creation in the system. 
• Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control. 
• Support preparation of monthly reports tracking all office costs and expenses; ensure timely updates to Purchase Orders, travel, and invoice trackers. 

 

Events, Logistics & Team Support

• Coordinate and organize internal and external events as directed by Management. 
• Oversee end-to-end logistics for missions, seminars, and team events, including hotels, restaurants, and transportation bookings. 
• Support the setup and organization of internal meeting logistics for the office.

Candidate Profile

You will report to the Secretary General, working alongside other department.

• You have 2-3 years of relevant experience in an administrative or Office Management role
• You have proven experience in office operations, facilities coordination, and vendor management 
• You demonstrate excellent communication and interpersonal skills 
• Proficiency in Greek & English is essential
• Technical knowledge: 
  • Office management systems and procedures Microsoft Office (Word, Excel, PowerPoint, Outlook)

We are committed to meet the energy needs of a growing population and we are committed to the energy transition. The volatility of the energy trading markets requires excellence in risk management and a culture of innovation. We are fully embracing the digital revolution.

Our people flourish in an environment that promotes expertise, entrepreneurship spirit, agility and a purpose-driven culture, generating boundless opportunities to learn, grow and achieve collaborative success.

Reinforcing the competencies of our people is a key pillar of our culture: we train our people to ensure their development, and we pledge to encourage safety in all our actions.

We look for passion, ambition and open-mindedness. While we evolve in a demanding industry that requests to be always on the edge, we cultivate a friendly workplace where our people feel good, where team spirit and respect guide our daily routine, where the diversity of our people and their skills create a nourishing experience for all of us.

Additional Information