Main purpose
The core purpose of this role is to manage and control the end-to-end lifecycle of critical corporate documents, ensuring they are properly prepared, signed, validated, and stored in compliance with legal and regulatory requirements.
Key responsibilities
Administration Duties
- Coordinate and facilitate the signing of cross-departments official documents by relevant stakeholders, including executives, board members, legal representatives and authorised signatories
- Coordinate and facilitate the signing of Finance Departments documents, including signing instructions received from external law firms mandated by Trafigura Finance Departments
- Ensure accuracy and completeness of all documents requiring signatures, including contracts, agreements, and regulatory filings
- Maintain a comprehensive record of signed documents and track their status throughout the signing process
- Scanning and (where applicable) saving electronically
Notarization and Legalisation Coordination
- Manage the process of notarizing documents by scheduling appointments with notaries and coordinating the signing of documents
- Review documents for accuracy and completeness prior to notarization to prevent delays or errors
- Facilitate the legalization of documents for international use by coordinating with relevant government agencies, embassies, and consulates
- Submit documents for legalization and monitor their progress until completion, addressing any issues or delays as needed
- Scanning and (where applicable) saving electronically
Credit Risk Management - Counterparty Documentation
- Document management of (e.g.: External PCG, ISDA, EFET, Acuerdo Marco, MNAs)
- Coordinate and facilitate the signing of Credit Risk documents, scan and save in Alfresco
- Organize documents per name of counterparty/filling number
Document Management
- Maintain the document management system, ensuring easy access to important corporate records and information
- Organize filing in the safe room of documents in compliance with company policies and regulatory requirements
- Monthly billing management of notarisation, legalisation and translation
Required qualifications
- Minimum 3 years professional office experience in a multicultural environment
- MS Office intermediate
- CFC “employe de commerce” or equivalent
- Proven experience in a corporate administrative role, preferably with a focus on corporate secretarial duties, document management, compliance, or contract administration
- Advanced written and oral command of both English and French
Attributes for success
- Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively
- Exceptional attention to detail and accuracy in handling documents and data
- Strong communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders
Department overview
The Office Management department is responsible for creating and maintaining a safe, functional, and productive working environment at Trafigura's Geneva Office. The team oversees all aspects of facilities operations — from day-to-day maintenance and building security to health and safety compliance and business continuity planning, while also providing essential administrative support to the business.
Operating as an essential support function, Office Management ensures that both the physical infrastructure and the day-to-day administrative needs of the Geneva office are handled efficiently, enabling colleagues across all departments to focus on their work without disruption.
Equal opportunity employer
We are an Equal Opportunity Employer and take pride in a diverse workforce! We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.