Assistant Administratif & Financier Département Construction - Bilingue Anglais (H/F)

Founded in 1950 by Gilbert Trigano and Gérard Blitz, Club Med pioneered a new way of experiencing holidays, creating the all-inclusive vacation concept in some of the world’s most exceptional destinations. Since its inception, Club Med has been driven by a unique vision: offering guests the freedom to fully relax, reconnect with nature, enjoy sports and wellness activities, and share meaningful experiences together.

Today, Club Med delivers a distinctive premium holiday experience to its customers, known as Gentils Membres (G.Ms), through the dedication, hospitality, and professionalism of its employees. Our teams, composed of Gentils Organisateurs (G.Os) and Gentils Employés (G.Es), embody the spirit, energy, and excellence that make Club Med a truly unique brand around the world.

Context

The Construction Department is part of the DCP Division (Development, Construction & Property), whose role is to identify new sites worldwide for the development of new Club Med resorts and/or assess renovation and extension opportunities at existing resorts in order to increase hotel capacity.

Reporting to the Development and Construction Management Control Manager, the Administrative Assistant will:

• Work across the EMEA region (Europe, Middle East and Africa);

• Work in tandem with the Project Manager, from the project launch phase through to final handover;

• Coordinate with Project Managers on the administrative requirements specific to construction and renovation projects.

Missions

Monitoring commitments (contracts, amendments, engagement letters and purchase orders):

• Drafting and/or reviewing commitments based on existing templates and the information provided in quotations (amounts, descriptions, invoicing details, etc.);

• Sending documents and the relevant appendices through the electronic signature system for signature by the Construction Project Manager and the company/service provider.

Invoice monitoring:

• Construction contract invoices: monitoring and checking that payment certificates issued by the on-site Construction Supervision team are consistent with contractors’ progress statements and the signed commitments. Reviewing or preparing Payment Requests (PRs).

• Other invoices (consultants, furniture, equipment, taxes, etc.): checking invoices against signed commitments and preparing Payment Requests (PRs).

• Sending documents through the electronic signature system for approval and payment authorisation by the Construction Project Manager and the Paris Management Control team.

Entering commitments and invoices into the internal financial system:

• Producing financial reports (EFC);

• Reconciling data with supporting schedules;

• Checking that invoices have been correctly integrated and following up on corrections with Accounting and IT.

Preparing and reviewing monthly project-by-project payment batches with the Lyon Shared Services Centre.

Communicating and collaborating with internal and external partners (contractors, consultants, etc.).

• Managing insurance matters:

• Sending requests for insurance certificates to consultants and contractors and checking the information provided (coverage period, types of work covered, insured amounts, etc.).
• Recording data and maintaining a tracking file shared with our insurance broker for validation.

Managing bank guarantees:

• Checking the information shown on guarantees (wording, amounts and expiry date);

• Recording data, maintaining a tracking file shared with the Treasury Department, and archiving documents in Teams;

• Sending guarantee release letters by registered mail with acknowledgement of receipt, returning guarantees to contractors, and archiving proof of delivery.

More generally, scanning and archiving all processed documents on the Department’s shared server in accordance with internal procedures, including compliance with naming conventions, standardised labels and the project folder structure.

Profile

• Education: two-year post-secondary qualification;

• Experience: two to three years recommended; entry-level candidates may be considered depending on their profile;

• Fluency in written and spoken English is essential;

• Proficiency in Excel and Word;

• Comfortable working with numerical data;

• Accuracy and attention to detail;

• Discretion and confidentiality;

• Autonomy and adaptability, with the ability to manage several projects simultaneously;

• Strong interpersonal skills and enthusiasm;

• Ability to work effectively as part of a team.

Conditions

• Permanent contract (CDI)
• Position based at Club Med’s Paris La Villette Headquarters (19th arrondissement, Paris).
• Current hybrid working policy: up to 8 remote working days per month, subject to manager and team approval, with the possibility of taking one full remote-working week per quarter.
• "G.O Holidays" benefit: available to all employees on a permanent contract after one year of service, allowing employees and their family members, or a guest of their choice, to enjoy vacations in Club Med Resorts.

Club Med is committed to fostering an inclusive workplace. All our positions are open to candidates with disabilities.