Administration Specialist

About the role:

We are looking for an organised and proactive Administration Specialist to support the smooth day-to-day operations of our office and provide administrative support across HR and other business functions. The role combines office administration, invoice processing, supplier coordination, employee support and HR administration, offering a broad range of responsibilities in a dynamic, international sales environment.

Working closely with the HR Manager, Finance department, senior management and external partners, you will help ensure efficient administrative processes, support employees throughout their employment journey and assist expatriates with relocation and settling-in arrangements. This is an excellent opportunity for someone who enjoys working across different areas of the business, takes ownership of their responsibilities and wants to develop their skills in an international organisation.

Your Responsibilities

• Ensuring the smooth day-to-day operation of the office, including managing office supplies, equipment, correspondence, documentation and archiving, as well as coordinating equipment maintenance, repairs and servicing.
• Organising meetings, business visits, company events and domestic and international business trips, including booking transport and accommodation and supporting travel expense settlements.
• Managing invoices related to HR and Administration costs, including verifying documents and data, allocating costs to the appropriate cost centres or projects, coordinating approvals, cooperating with Accounting and monitoring timely payments.
• Cooperating with external contractors, suppliers and service providers, obtaining and comparing market quotations, supporting supplier selection, coordinating service delivery and identifying cost optimisation opportunities.
• Providing comprehensive administrative support to expatriates and their families in matters related to relocation, accommodation, visas, work permits and other formalities, as well as coordinating cooperation with relevant authorities and service providers and supporting onboarding and adaptation within the organisation.
• Administering employee benefits, including health insurance, leave records and other benefit programmes, as well as supporting onboarding, changes during employment and offboarding processes.
• Coordinating employee training and development activities in cooperation with employees, Managers and external training providers, as well as preparing HR reports, summaries, registers and documentation.
• Providing ongoing support to the HR Manager in developing and implementing HR policies, procedures and processes, coordinating projects and initiatives, organising meetings and monitoring the implementation of agreed actions.
• Preparing reports, presentations, analyses and other materials for the HR Manager, supporting cooperation between HR, Administration, Finance, the Board/Management and other internal stakeholders, and monitoring budgets, costs and financial commitments within HR and Administration.

Our Requirements

• Professional experience in office administration, HR administration or a similar position.
• Experience in invoice processing, coordinating cost-related documentation workflows or cooperating with the Finance department.
• Excellent organisational skills, independence and the ability to prioritise tasks effectively.
• Ability to coordinate multiple tasks simultaneously and effectively monitor deadlines.
• Accuracy and attention to detail, particularly when working with documentation, invoices and reports.
• Strong communication skills and the ability to build professional relationships with employees, suppliers and external business partners.
• Very good knowledge of MS Office, particularly Microsoft Excel.
• A proactive approach to work, a strong sense of responsibility and the ability to solve day-to-day problems independently.
• English proficiency at B2/C1 level.
• Willingness to work in a dynamic, international environment.

What We Offer

• Stable employment with opportunities for salary growth in line with skills development and performance.
• Private medical care.
• Annual bonuses and holiday gifts.
• The opportunity to gain experience in a dynamic, international sales environment.
• Opportunities for professional development and continuous skills enhancement.
• Direct collaboration with senior management and cross-functional teams.

About us:

Paris Tobacco Company is building a brand with a lasting legacy and a positive impact on current and future generations. We operate in the lifestyle products and services sector, focusing on developing our portfolio, strengthening our brands and creating innovative solutions through new ideas and research.

We are a growing, international organisation where employees have the opportunity to take ownership, work closely with senior management and have a direct impact on the development of the business.