Trafigura - Reception & Administrative Assistant

Founded in 1993, Trafigura is one of the largest physical commodities trading groups in the world. Trafigura sources, stores, transports and delivers a range of raw materials (including oil and refined products and metals and minerals) to clients around the world. The trading business is supported by industrial and financial assets, including 49.3 percent owned global oil products storage and distribution company Puma Energy; global terminals, warehousing and logistics operator Impala Terminals; Trafigura's Mining Group; and Galena Asset Management.
The Company is owned by around 600 of its 4,300 employees who work in 66 offices in 38 countries around the world. Trafigura has achieved substantial growth over recent years, growing revenue from USD12 billion in 2003 to USD180.7 billion in 2018. The Group has been connecting its customers to the global economy for more than two decades, growing prosperity by advancing trade.

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Main Purpose

To provide the highest level of reception and administration support for the staff and guests within the global network, specifically in London.
To provide the highest level of administrative support to the Global Head(s) in the office, managing their agenda, travels/visas and organizing the set up for their VCs/meetings.

Key Responsibilities

Secretarial Duties

  • Organise external and internal meetings for Global Head(s) and update their Outlook agendas

  • Organise complex travels organisation and itineraries

  • Prepare applications for visas and renewals of passports

  • Assist with expenses for the Global Head(s) of Desk

  • Book (Video)-Conferences

  • Answer phone calls for Global Heads/

  • Various other administrational and organisational duties on request

Conferencing/Food & Beverage

  • Serving tea, coffee, biscuits and chocolate for internal and external guests

  • Serving of breakfast, lunches and dinners

  • Liaising with PAs / chefs / butlers / sommeliers / cleaners in preparation for Fine Dining events on behalf of Directors / Guests as per business needs

  • Liaising with Sommeliers / Butlers / Team to choose the appropriate wine / champagne from the wine cellar

  • Handling F&B inventories and stock control

  • Assistance in the organisation of High Profile events in London

  • Maintenance of kitchen, and employee floor as appropriate

Reception services

  • Take charge of welcoming & accompanying visitors to meeting rooms

  • Coordination / booking of meeting rooms

  • Coordination of special requests for visitors ()

  • Organising hotel arrangements / flights for incoming visitors ()

  • Recording and handling of petty cash

  • Organising taxi, train tickets as per requests

  • Booking of internal / external restaurants / meetings / lunches

  • Issue various emails, filing and archiving properly

  • Managing all incoming and outgoing calls, faxes, international couriers ()

  • Printing, filing documents and assist Directors and employees when necessary

  • Responsible for maintaining meeting rooms in a clean and tidy state at all times, including preparation of rooms with drinks and stationery etc. before meetings and tidying up after meetings

Office Management and administration

  • Providing security access badges to visitors and new starters, in accordance with policy

  • Stocking of drinks fridges with milk and soft drinks as well as cleaning / maintaining of coffee machines

  • Order stationery, maintain stocks of paper / printer toners, beverage&B supplies Awareness of aspects of Health and Safety in the office environment ()

  • Point of contact with cleaning team, escalate issues with Office team

  • Checking some invoices, coding and passing to senior office team ()

  • Dealing with urgent ad hoc requests

Knowledge Skills and Abilities

  • Fluent in English, knowledge of one language (Russian / French / Spanish / Portuguese) would be a bonus but not essential

  • Outlook, Excel & Word at intermediate level essential

  • 2-4 years of experience as an assistant to a busy team in a corporate environment or a family office

  • Experience in reception, customer service and dealing with VIPs mandatory

  • Ability to multitask and prioritise daily workload

  • Resilient and capable to adapt at a moment’s notice

  • Accustomed to a fast-paced environment

  • Dynamic, high energy individual

  • Flexibility in working hours needed

  • Good team work ethicsGood communication skills

Key Relationships

  • Internal guests

  • External guests

  • Other offices’ Reception and Assistant Team

Department Overview

The team of 3 takes care of the main reception, F&B and fine dining support, as well as general office management duties. Rotas shift of 8 hours to cover clients floor 7:00am to 6:00pm, included 1 hour lunch break.