Office Manager - Paris, France

About the role

We're looking for a versatile professional to take ownership of the office operations and the workplace experience for our French office. This is an important role acting as the operational backbone of our offices in France (Paris and Marseille), keeping the Paris office running smoothly (where you will be based), and shaping the day\-to\-day experience of our French team, ensuring a high quality experience in the office for employees and visiting clients, owning workplace wellbeing, health and safety, and the everyday rituals that make a team feel connected.

It's a role for someone who genuinely enjoys variety: who finds energy in switching from negotiating with a vendor in the morning to planning a wellbeing initiative in the afternoon, and who sees both sides as equally meaningful. You'll work closely with our co\-directors, the Paris team, our People team, and our global administrative network (Utrecht HQ \+ 100\+ colleagues worldwide).

If you like ownership, autonomy, and seeing the immediate impact of your work across multiple domains, this role is for you.

What you'll do

Office management \& operations

• Provide day\-to\-day administrative and organisational support to the co\-directors and the French team


• Support the administration of the French and Denmark entities, including monitoring the annual administrative calendar


• Act as back\-up support for other offices when required (with reciprocal back\-up from the UK office)


• Manage meeting rooms, catering, senior team calendar, and appointments


• Handle travel arrangements and logistics for Paris, Marseille and Copenhagen offices, including booking flights, hotels, and transport through requests, while promoting the process locally


• Support the team in preparing administrative documents


• Maintain a welcoming, well\-functioning office that reflects our culture and image – for both our employees and clients


• Oversee office access, mail, incoming calls, and visitor reception


• Define and roll out procedures and policies for office operations, data security, and record\-keeping


• Manage IT equipment for newcomers in coordination with IT team


• Order and manage office supplies, food, and inventory


• Drive sustainability initiatives: reduce energy consumption, monitor utilities, minimise waste


• Plan and coordinate office space allocation, moves, and refurbishments


• Own vendor and landlord and subtenants relationships, and monitor service quality


• Schedule routine maintenance and handle emergency repairs

• Organise internal events, team\-building activities, and annual office events


• Co\-organise group\-wide events with administrative counterparts in other offices


• Actively contribute to group\-wide administrative initiatives

• Process invoices, payments, and follow up on client payments


• Support bank\-related administrative matters and external finance contacts for France


• Verify financial transactions and bank statements


• Manage team expense reports and reimbursements, including through Expensya


• Support the Head of Office in maintaining budget discipline and ensuring cost control within the local office budget


• Support Finance team in tracking office and entity budgets; support budget planning and cash flow management


• Support Finance team in managing intercompany invoices and expense allocations


• Support Finance team in keeping budget vs. actuals reconciliations up to date


• Support Finance team in monthly accounting closings and CFO reporting (financials, time sheets)


• Support Finance team in ensuring taxes and social charges are paid on time


• Support Finance team in financial audits and inspections (e.g. URSSAF)

• Own the workplace health and safety agenda for the Paris office: lead and maintain the *Document Unique d'Évaluation des Risques Professionnels* (DUERP), implement and update prevention protocols, and ensure compliance with applicable regulations


• Implement workplace safety, security protocols, and access control


• Coordinate medical visits with the *médecine du travail* (and/or equivalent for Copenhagen) and maintain associated records


• Liaise with *mutuelle*, *prévoyance*, (and/or equivalent for Copenhagen) and other health\-related providers on day\-to\-day operational matters


• Partner with the People team to plan and execute wellbeing and health and safety initiatives


• Act as the local contact for any CSE / CSSCT matters relating to working conditions, health, and safety

• Be the first point of contact in the office for employees on everyday workplace and wellbeing matters, ensuring a strong feedback loop between staff and leadership


• Promote and nurture a healthy, inclusive corporate culture through everyday presence, confidential listening, and employee engagement initiatives


• Welcome new joiners and shape their first impression of the office(s): prepare the workspace, coordinate equipment with IT, and run a smooth on\-site onboarding experience (in partnership with the People team, which owns contractual and payroll aspects)


• Coordinate the operational side of employee benefits: transportation, lunch, gifts, recognition moments


• Support the People team on recruitment logistics: scheduling interviews, hosting candidates, preparing on\-site arrangements


• Support the French management on logistics: scheduling meetings, hosting clients, preparing on\-site arrangements


• Contribute to maintaining a healthy, friendly, hard\-working, and result\-oriented team spirit in France, and Denmark and across the company

• Bachelor's degree or equivalent in Business Administration, HR, Workplace / Facilities Management, or a related field


• 7–10 years of experience in office management, workplace operations, executive support, or a similar hybrid role, ideally within an international and fast\-paced environment


• Proven experience managing office operations and administrative activities, including travel coordination, vendor management, facilities, budgeting, and event organisation


• Experience owning workplace health and safety in a French context (DUERP, *médecine du travail* coordination, safety protocols)


• Exposure to finance and accounting support activities, including invoice processing, expense management, budget monitoring, and coordination with external providers


• Experience contributing to employee engagement, culture initiatives, or wellbeing programmes


• Familiarity with the French administrative ecosystem relevant to workplace and people matters (*médecine du travail*, *mutuelle*, *prévoyance*, URSSAF for finance\-related interactions)


• Experience working with administrative and expense management systems (e.g. Lucca, Expensya, Microsoft Office Suite, SharePoint, Freshservice or equivalent tools)


• Experience collaborating with multiple stakeholders across different countries, offices, and functions


• Previous exposure to international office coordination or multi\-site support is considered a strong advantage


• Fluency in written and spoken English and French; additional languages are an asset


• Highly organised, detail\-oriented, capable of managing multiple priorities and workstreams in parallel


• Tech\-savvy: confident with digital tools (Microsoft Office Suite, SharePoint); comfortable with accounting and administrative software


• Proactive, results\- and solutions\-oriented


• Excellent interpersonal and communication skills, both written and verbal


• Ability to manage confidential information with discretion and integrity


• Cultural awareness and ability to collaborate across time zones and business cultures


• Collaborative mindset, comfortable working independently and taking ownership of projects

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