Office Coordinator – ICC Hearing Centre, Dispute Resolution Services (Paris)

CONTRACT TYPE
Permanent Contract
DEPARTMENT
Dispute Resolution Services (DRS)
COUNTRY
France
LOCATION
Paris

Description
As the institutional representative of over 45 million businesses in more than 170 countries, the International Chamber of Commerce operates with a core mission to “make business work for everyone, every day, everywhere”. We act as the primary voice of the real economy in a range of intergovernmental organisations – from the World Trade Organization to the UN climate process – championing the needs of local business in global decision making. The convening power of our global network enables us to set rules and standards that facilitate over $17 trillion dollars in trade each year – as well as providing tailored products and digital services that directly address the real challenges faced by businesses operating internationally. We also provide the world's premier private global dispute resolution services, leveraging ICC's unique independence, integrity, and expertise.

The role

We are seeking an Office Coordinator to join our team at the ICC Hearing Centre, a state-of-the-art facility supporting virtual and hybrid arbitration and ADR hearings. Reporting to the Hearing Centre Manager, you will ensure every guest receives a warm, professional welcome and outstanding service throughout their visit. You will oversee the reception team and monthly scheduling, manage daily workflows and invoicing, whilst ensuring resources are in place for a seamless guest experience.

Your responsibilities will include:
Reception and guest services
Lead and train reception staff to deliver high-quality service.
Schedule team shifts based on room bookings, arrivals, and departures.
Brief the team on daily arrivals and relevant updates.
Ensure all guest arrival, in-house, and departure procedures are followed.
Arrange lunches and act as the main point of contact for guests, management, and internal departments.

Administration
Support the Hearing Centre Manager with administrative tasks, including updating and tracking client and booking data.
Closely monitor the end-to-end invoicing process, including preparing and issuing invoices, tracking and monitoring payment status, and ensuring timely follow-up with the Finance Team.
Review and enhance reception operations, ensuring processes and procedures align with ICC best practices and support service excellence.

General services
Monitor and order food, beverages, and office supplies.
Manage the coordination of courier services, ensuring timely and secure dispatch and receipt of all deliveries.
Oversee the secure handling and disposal of confidential materials, ensuring compliance with ICC standards and coordinating related services with external providers.

IT and audiovisual support
Administer and update badge access systems regularly to maintain secure entry to the facility.
Coordinate and support audiovisual system tests (such as Zoom or Teams) to ensure smooth hearing operations.
Maintain up-to-date awareness of hearing schedules and related audiovisual requirements.
Operate and provide basic support for audio-visual equipment in hearing and breakout rooms.

Other duties
Conduct tours of the Hearing Centre for prospective users.
Respond to enquiries and coordinate hearings in the absence of the Hearing Centre Manager.
Provide information regarding service providers, preferential hotel rates, and general queries.

What we offer
A dynamic, collaborative and caring work environment in an international setting
Opportunities to continually learn
The chance to make a meaningful impact

Ready to join us?

Requirements

We would love to hear from you if you:
Have at least two years of experience in a similar role;
Are team players with excellent interpersonal skills;
Are proactive, service-oriented, and solution-focused;
Are fully proficient in English and French; knowledge of Spanish would be a plus.
Are comfortable using Microsoft Office;
Can demonstrate flexible availability, including occasional weekends and public holidays; this is a fully on-site position.

Terms and conditions

Terms and conditions
Estimated start date: As soon as possible
Department: Dispute Resolution Services
Location: ICC Hearing Centre, Paris
Contract type and duration: Permanent contract (CDI), full time.

At ICC, we make business work for everyone, every day, everywhere. And when we say “everyone”, we mean it. We celebrate the diversity of our people and strive to inspire acceptance, cultivate a culture where difference matters, inclusion is essential, and equality of opportunity is for everyone.