Office Administrator

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Job Description:

The Office Administrator is responsible for the management of services and processes that support the Gunvor Geneva headquarters.

The reception team is composed of two receptionists, supervised by the General Services Coordinator.

The two primary objectives are to:

• Ensure that Gunvor visitors receive the most professional and welcoming experience.

• Ensure that office suppliers and services are effectively managed.

Main Responsibilities

• Welcoming visitors and answering phone calls

• Ensuring that meeting rooms are always tidy and clean

• Directing and planning essential central services such as reception, catering, archiving, etc.

• Assisting in the management of relationships and daily deliveries with partner companies, including inventory (e.g. office supplies, plant maintenance)

• Handling incoming and outgoing mail and packages (Post, DHL, etc.)

• Calculating and comparing costs for goods or services to ensure best value for money, including preparing the annual reception budget and coding invoices prior to approval

• Updating office information and supplier databases regularly

• Responding appropriately to emergencies or urgent issues related to the office space

• Assisting in the planning of corporate meetings or events

• Providing administrative support to function heads (e.g. obtaining signatures)

• Supporting HR during onboarding procedures, such as ordering business cards and preparing welcome gifts for new hires

Profile / Key Skills

• 2–5 years of experience in an Administrative Assistant or Office Administrator role

• Excellent oral and written communication skills and strong team player

• Discreet, stress-resistant, autonomous, rigorous, and proactive personality

• Proficient in MS Office (Word, PowerPoint, and especially Excel); experience with Workday is a plus

• Well-organized and comfortable with multitasking

• Fast learner with knowledge of or interest in the commodities business

• Ability to organize, streamline, suggest improvements, and implement changes

• Strong ability to control, monitor, review, and approve processes

• Self-motivated, with a strong sense of urgency; able to perform well under pressure

• Fluent in French and English (other languages are a plus)-

If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success.