Department Secretary

Company Summary

Technip Energies is a global oil and gas leader, specialized in subsea, onshore, offshore, and surface technologies. Our mission: to enhance the performance of world's energy industry. How we do it: by constantly challenging conventions and investing in our employees, across 34 countries. At Technip Energies, we aim to offer inspiring working experience: tackling some of the most complex technical and engineering challenges in the world in collaboration with a truly global team.

Reporting lines and interactions:

• Functionally and operationally reports to: Head of Discipline.
• Key interactions (Internally): Engineering discipline, HSE, Real Estate / Facilities, Digiteam, People and Culture, Legal, and Compliance

Profile Must Have:

• Associate's degree in business (or equivalent) or High school diploma.
• 5-10 years of relevant work experience.
• Strong written and oral communication, organizational, and interpersonal skills are required.
• Passionate, and motivated, with good interpersonal skills.
• Proficiency in MS Office with expertise in Microsoft Word, Outlook, PowerPoint and Excel.
• Detail-oriented and comfortable working in a fast-paced office environment
• Superior organization skills and dedication to completing projects in a timely manner.

Main Accountabilities:

• Coordinates the flow of documents between project operations, engineering disciplines, or other department groups. Incumbent may be responsible for a small-sized project.
• Under general supervision, performs a variety of administrative and document control functions for a project or department.
• Arrange gate pass & schedule meetings.
• Answers incoming calls, screens callers and directs calls accordingly. May take and relay messages as necessary.
• Maintains the Corporate Directory. Updates phone numbers and location of the staff and distributes updated contact list.
• Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
• Performs other duties commensurate with functional level and responsibilities.
• Contributes as a team player who is deadline driven and works well with others.
• Performs other responsibilities associated with this position as may be appropriate.
• Manage and maintain the department's schedules, appointments, and meetings.
• Prepare, review, and distribute correspondence, reports, and presentations.
• Handle incoming calls, emails, and correspondence, directing them appropriately.
• Maintain organized filing systems for project documents, technical reports, and departmental records.
• Assist in preparing technical documentation, reports, and proposals as needed.
• Organize and coordinate meetings, including booking venues, preparing agendas, and recording minutes.
• Follow up on action items and ensure timely completion.
• Serve as a point of contact between the department and other internal/external stakeholders.
• Facilitate communication flow within the team and with other departments.
• Arrange travel and accommodation for department staff and visitors.
• Manage logistics for departmental events or site visits.
• Assist with procurement documentation, purchase requests, and invoice processing.
• Support document control activities related to engineering projects.
• Ensure adherence to company policies and procedures.
• Handle sensitive information with confidentiality and discretion.

Your future at Technip Energies

• Potential career path, if possible
• Global mobility opportunities if relevant
• Training and development
• Diverse and international team if relevant