Crous Lille

Executive Assistant

• Process incoming and outgoing mail
• Manage calendars (HR Director / Deputy HR Director and property services staff)
• File and archive
• Enter and format various documents (letters, notices, etc.)
• Participate in cross-functional activities of the HR Department and property service
• Record sick leave in shared files for DUGs and department heads
• Monitor releases from duties and union leave authorizations
• Track and complete forms recording the headcount of striking employees
• Perform part of the service's accounting: enter purchase orders and service confirmations for certain expenses (Cadhoc, CESU…) and process invoices related to occupational health and prevention (contributions, expert reports, etc.)
• Receive, check and record requests for telework allowances and the Sustainable Mobility Package (Forfait Mobilité Durable)
• Contribute to the follow-up of the professional appraisal campaign
• Manage supplies and small equipment
• Take notes and draft minutes of F3SCT meetings
• File and sort employees' administrative records
• Ensure administrative follow-up of regulatory inspections for elevators, electrical systems, fire safety, etc.
• Download and archive various inspection reports from control bodies
• Organize and maintain the property directory
• Track contract amendments, acceptance reports and the resolution of defects/punch-list items

Secretary for HR and Property Services

Procurement

• Participate in defining purchasing policy;
• Contribute to preparing technical documents related to products as part of public procurement procedures;
• Supervise a team of procurement officers;
• Maintain stock records for incoming and outgoing goods;
• Act as the point of contact for suppliers, including placing routine orders;
• Know reorder thresholds and inform the head chef of missing items;
• Receive and inspect deliveries (quality and quantity);
• Collaborate on menu development with the manager and the head chef;
• Monitor cost prices;
• Contribute to the restaurant's financial/accounting monitoring;
• Oversee and ensure proper execution of contracts;
• Participate in sourcing new products;
• Ensure cleanliness of the premises under your responsibility;
• Ensure compliance with current hygiene, health and safety regulations.

Secretary for HR and Property Services

Procurement Manager