Office Manager
Office Manager
The successful candidate will work as an Office Manager in our Paris office. The hours will be from 9am to 5pm, however flexibility is required if needed.
Daily Responsibilities:
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Manage the reception staff, ensuring smooth day-to-day operations, high service standards, and effective coordination of front-of-house activities.
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Supplier relations, creating purchase orders, checking delivery notes/invoices against orders
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Building management, Contractor and Supplier relations
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Liaising with Team regarding any queries that may arise
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Ad hoc administrative tasks including booking of travel
Office Management function:
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Assist with the co-ordination of the contracts for the Office Management and their renewal dates
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Control office access- provide access badges
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Keep Office Management/Facilities supplier list up to date
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Able to work independently and manage responsibilities proactively with minimal supervision
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Provide detailed weekly reports on team activity, operational issues, and key updates
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Keeping the contracts and Maintenance schedule spreadsheets up to date
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Liaising with contractors and scheduling in routine maintenance visits
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Researching new potential vendors
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Keeping filing up to date (both soft copy and hard copy)
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Ensuring Health & Safety documentation is up to date
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Organizing H&S training
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Complete weekly H&S checks
Facilities / Reception function:
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General reception coverage when necessary (meeting and greeting guests, providing beverages, managing switchboard, clearing the rooms and keeping area tidy at all times)
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Ordering business cards
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Supporting senior management on different administrative tasks
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Franking, booking and logging external mail
Qualifications/Skills Required:
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Strong sense of customer service
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Friendly and cooperative personality
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Fast learner
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Fluent in English and French (oral & written)
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Detail oriented
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Strong willingness to help others
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Able to prioritize; Good sense of urgency
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Neat and professional appearance
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Strong communication skills; Must be able to communicate well with people of all levels
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Familiarity with Microsoft Office
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Personal integrity; trustworthy and honest
