Office Manager

Office Manager – Contract opportunity in Paris – Initial 3 to 6 Month Contract Starting ASAP
Specialist – Facilities & Administration
ADMIN FRANCE BRANCH
The Role of the local admin differs considerably when handling a local branch, as they are fully handling the F&A + they are also covering additional needs requested locally which tends to increase their workload and decrease the quality of delivery such as :
§ Office & Building Management : Manage relationship & communication with Building Management & Building Maintenance operator & fire, security & safety operator Organize & forecast annual maintenance checks Ensures compliance with the IGH W2 regulation Subleasing Covid19 Archives
§ Accounts & Finance : Ensuring compliance with financial transaction recording standards provide provisions Uploads invoices in the system Reconciliation of accounts and records (balance sheet, ledger, bank statement, etc.) Cost accounting/budgeting (budget preparation, CAPEX, OPEX etc.) Cost control Payable/Receivable – administrative support + LNT Asset inventory & verification Finance audit support & coordination Currently doing it for all departments
§ Contract Management : Responsible for management of contracts with vendors & suppliers i.e., contract drafting, execution, and analysis for the purpose of maximizing financial and operational performance and minimizing risk Negotiates the terms and conditions in contracts and ensures compliance with them. Documents any changes/amendments that may happen during execution of the contract. Creates and maintains contract database for easy access and retrieval.
§ Corporate Secretary : Ensuring corporate legal documents are in compliance with all applicable laws and regulations Coordinates with the lawyers, attorneys to make the necessary changes of the branch when needed for LTI and LNT group Support to (new) all branches creation/modification
§ HR/Immigration Services : Support to the landed employees i.e., coordinates translation of civil documents for residence application, tax issues Provides visa invitation letter, coordinate cross checks with consulate & local immigration department Provides Residence & employment certificates (approx. 290 letters issued in end 2018-2019) Bank account opening Social Security URSAAF Improves workplace and work life quality visiting card request and support
Lead – Facilities & Administration
ADMIN FRANCE BRANCH
§ Secretarial : Executive Secretarial Support Expenses Editing, proofing, formatting, document design/production, form filling, and data entry Scheduling & coordinating meetings, diaries, and travel arrangements for top executives’ visits Obtaining and organizing information for use in conferences, speeches as requested by the executive Receiving/relaying telephone messages from internal and external sources etc.
§ Travel : Manages Support in country and international travel requirements, including lodging of travel requests, local vehicle transportation to a department or group of folks Invoicing & reconciliation (271 Travel requests & 271 Hotel booking in 2019)
§ Legal & Compliance: Support on legal advice/counsel (internal & external) in business-related areas of expertise such as corporate law, real estate, compliance, GDPR, Data Loss Privacy support to audit insurances Subleasing
§ CSR & Sustainability: Sustainability Reporting, Green building initiatives etc and participate in risks management and organizational audits (2021)
§ IT Equipment: Support to all employees on IT related issues Coordinates with IT team configuration and formatting of laptops Onboarding Vendor outsourcing and management Place orders and reception equipment Organize logistics for remote employees Maintain and verify IT equipment inventory Manages equipment scrapping and write off Invoicing & Payment Anticipates future needs and budget
§ Marketing & Communication : Creates branding strategy and marketing products of new office and organize local & internal communication Creating & coordinating the production of advertising and promotional materials based on predetermined marketing themes and messages (e.g., logos, flyers, billboards, etc.) internal Involved in budgeting, project planning, and vendor management Organize and coordinate events and manages brand promotional merchandise (e.g., mugs, bags, pens, etc.) BLOCHAIN TCHAI NETWORK – 2 events ; DATA DRIVEN ORGANIZATIONS – hotel George V ; JOURNEE DES UTILISATEURS DORACLE