Job Title: Administrative Assistant – Bulk and Key Account Team
Location: Paris, France
Contract Type: Fixed-term contract (2 years, with potential for extension)
Working Pattern: Monday to Friday, 35 hours per week (1-hour unpaid lunch break)
Start Date: ASAP
Contract Arrangement: Residential
Overview
We are seeking a highly organised and proactive Administrative Assistant to support a dynamic and fast-paced commercial team in the industrial gases sector. This role is based in Aubervilliers and offers a fantastic opportunity to work in a collaborative environment, where attention to detail, adaptability, and initiative are highly valued. The successful candidate will support day-to-day operations across customer communications, contract management, and internal coordination activities.
Key Responsibilities
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Manage the team’s shared email inbox, ensuring timely responses and organisation of inbound queries.
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Coordinate email campaigns for annual customer order renewals and ad hoc communications (including batch recalls and operational updates).
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Oversee the contract management process: from document signature to database updates and digital archiving.
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Handle incoming queries from the “non-responsive” email channel one week per month.
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Maintain supplier compliance platforms with accurate, up-to-date information.
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Provide back-up support for unblocking invoicing orders and assist with dispute resolution, overdraft reduction, and asset tracking.
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Update pricing conditions using internal management tools.
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Ensure annual order numbers are accurately maintained and recorded.
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Prepare quotes for Special and Industrial Gases.
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Locate and provide key documents (e.g. delivery notes, invoices, safety data sheets, product certificates).
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Support the preparation of customer-facing materials, such as meeting briefs, tender documents, and responses to quality, safety, or CSR questionnaires.
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Create new shipping addresses (Ship TOs) in the internal system.
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Provide backup support for team members during absences (e.g. training, holidays), including handling incoming calls.
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Act as a liaison between internal departments (logistics, collections, technical teams) to provide customers with updates on order status, delivery issues, unpaid invoices, and technical service scheduling.
Candidate Profile
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Proficient in SAP and comfortable working across a range of computer applications, including Microsoft Word and Excel.
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Strong interpersonal skills and the ability to build effective working relationships both internally and externally.
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Versatile, responsive, and able to juggle a variety of tasks throughout the day.
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Fluent in written and spoken French, with a good working knowledge of English.
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Demonstrates a strong sense of team spirit, curiosity, and a commitment to maintaining high standards.
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Comfortable working within a culture that prioritises safety, quality, and accountability.