Administrative and Proposal Assistant (F/M)

Our Business Division Technology and Technical Support (T & TS)

Axens group provides a complete range of solutions for the conversion of oil and biomass to cleaner fuels, the production and purification of major petrochemical intermediates, the chemical recycling of plastics, all natural gas treatment and conversion options along with water treatment and carbon capture. Axens is also specialized in Carbon Capture and is positioned to cover the entire value chain, from feasibility study to unit start‑up and follow‑up throughout the unit life cycle.

Context

T&TS BD is responsible for the performance achieved in Axens’ customer processing units and for the fulfillment of our offer to meet market needs in a competitive manner, contributing to the energy transition. The team of highly qualified technological engineers works at the crossroads of Axens’ core business.

Missions

• Administrative tasks: scheduling, travel management, organization of stays in Paris for clients and delegations, and support for internal events such as quarterly meetings.
• Assisting with the arrival of new employees: managing access rights, coordination of administrative elements and necessary documents.
• Documentary support: working on proposals and formatting.
• Customer visits support: booking travel and hotels, sending the information to IFPEN and the sales team if necessary.
• Specific activities for the Furnaces Product Line: monitoring the service email box; receipt, grouping, ranking and sharing of tenders; preparation of pre‑qualifications for customers and response to administrative requests from purchasing departments; participation in the weekly proposal meeting to select offers and follow‑up; responding to customers for tender follow‑up and transfer to other subsidiaries; managing the Excel file of tenders (tracked, won/lost, KPIs); storing technical and commercial tender documents; for offers with >50% probability, requesting opening of an SAP reference for forecast.

KNOWLEDGE AND REQUIRED LEVEL

• BTS diploma in management or administrative assistant, or equivalent, with at least 5 years experience as an assistant in a team or technical department.
• Ideally experience in the administrative management of responses to invitations to tender and customer contacts.
• Excellent command of the Office package (Word, Excel, e‑mail).
• Very good written and spoken English to communicate with colleagues and customers.
• Recognized for availability and sense of service, enjoys working in a team, strong organization and rigor, good adaptability to emergencies and unexpected events.
• Discretion and confidentiality essential in this role.
• Experience in project management or document control is a plus.