Reception and Office Administrator

Led by Rodolphe Saadé, the CMA CGM Group, a global leader in shipping and logistics, serves more than 420 ports around the world on five continents. With its subsidiary CEVA Logistics, a world leader in logistics, and its air freight division CMA CGM AIR CARGO, the CMA CGM Group is continually innovating to offer its customers a complete and increasingly efficient range of new shipping, land, air and logistics solutions.
Committed to the energy transition in shipping, and a pioneer in the use of alternative fuels, the CMA CGM Group has set a target to become Net Zero Carbon by 2050.
Through the CMA CGM Foundation, the Group acts in humanitarian crises that require an emergency response by mobilizing the Group’s shipping and logistics expertise to bring humanitarian supplies around the world.
Present in 160 countries through its network of more than 400 offices and 750 warehouses, the Group employs more than 155,000 people worldwide, including 4,000 in Marseilles where its head office is located.
**Summary**:
Provide a professional, centralized reception service to manage all walk-in guests and incoming calls efficiently for CMA CGM Group of Companies. Support office operations by procure and managing office stationery supplies, assisting with events, and ensuring smooth administrative functions.
This role requires a proactive individual who is flexible, able to multitask effectively and comfortable coordinating with both internal teams and external vendors or visitors.
**Main Responsibilities**:
1. Front Desk Operations (70%)
Ensure reception desk readiness during official hours, maintaining a professional image.
Manage all incoming calls efficiently, with a KPI of answering within 3 rings and minimizing abandoned calls (not exceeding 6% - 8%).
Direct walk-in guests courteously to register themselves via VMS system
Administer temporary card keys for visiting staff and follow up on their return.
Handle incoming mail and courier items, promptly inform the respective parties for collection
Maintain a clean and organized reception area and report any irregularities or suspicious activities to security promptly.
2. Office Supplies Procurement and Administrative Support (10%)
Procure standard office stationery and ad-hoc supplies based on departmental requirements.
Ensure office equipment rooms are adequately stocked with stationery and maintain optimal inventory levels.
Verify and process purchase invoices timely and accurately, ensuring alignment with Purchase Requisition forms and Delivery Orders.
Coordinate requisition, sourcing, and price comparison (min 2-3 quotes) for ad-hoc office equipment or materials.
Maintain a standardized price list for stationery with appointed vendors for consistent pricing throughout the year.
3. Facilities and Visitor Management (10%)
Monitor visitor registration processes, ensuring pre-registration and follow-up on sign-outs (target: no more than 5% unrecorded).
Maintain and upgrade visitor registration materials, including labels, lanyards, pouches, and printers.
Update name tags for new hires and set up workstations with welcome gifts.
Assist in arranging new hire desk setups and maintaining an organized workstation environment.
Prepare and program new hire office cardkey, replace spoilt cardkey and other cardkey issues, submit Facial recognition request to building management office.
4. Event Support and Staff Engagement (5%)
Assist in planning and organizing corporate functions, wellness talks, workshops, and staff fitness programs.
Source vendors and negotiate deals for events and activities, ensuring cost-effectiveness.
Support logístical arrangements for events, including seating, registration and food distribution.
Procure and manage daily pantry supplies like fruits and snacks.
Facilitate staff discounts with preferred vendors and communicate deals regularly.
Order gifts or flowers for staff such as newborns or bereavements in accordance with the company policy.
Create and update Admin department pages on the company portal and SharePoint, ensuring accurate and up-to-date information is accessible to employees.
Assist in creating internal EDM to publish activities to employees, ensuring effective awareness and engagement for staff activities and initiatives.
5. Record Management (5%)
Oversee document storage and destruction processes, ensuring adherence to retention policies.
Coordinate with staff for timely retrieval and storage of cartons.
Maintain an updated inventory of stored cartons and process related invoices.
**Minimum Requirements**:
Fresh graduates are welcome to apply.
Strong interpersonal and communication skills with strong customer service orientation
Proficiency in procurement processes and vendor management with additional administrative skills, including document management and event coordination.
Ability to multitask and prioritize responsibilities effectively in a dynamic environment.
A positive mindset and readiness to support the team in achieving