Office Manager
Paris, FR
What it's about
The Office Manager is responsible for the effective and efficient day-to-day operation of the office, and is the host for clients, employees and guests. The Office Manager develops (and implements) admin procedures, office house rules, access control, maintain facilities, safety measures, inventory control, office staff supervision, administrative task delegation, and support on client events organization.
The Office Manager is in charge and leads the following matters:
- Office administrative matters
- Maintaining an organized and fully supplied office (e.g. handling of post, ordering supplies)
- Drawing up and maintaining office relevant procedures (e.g. filing of office management documents; signature of office management documents)
- Employee and visitor services: IT material, desk reservation for visitors, logistic for new joiners, post- and courier services, printing & bidding for meetings
- Handling certain human resources matters liaising with HR for local needs for Paris employees
- Help on office initiatives: Give back, Corporate day, Corporate initiatives launched in all our offices
Guest and Client relation
- Reception desk: reception, client welcoming & announcing client and internal visitors
- Answer incoming telephone calls with appropriate forwarding to the right person or team
- Support on local events logistics preparation (Paris Investor Day, roundtables, conferences etc (choice of catering, web invitation design, investor list…) & liaise with Zug for Event tool notably
- Management of contacts, meetings and prospects (demand) in PG CRM (Primera connect) and French investor list for PG events
- Client meeting coordination w/ Assistants from other offices (ex: Virtual IHDD, IHDD with visitors from Zug)
Finance and Compliance with office applicable legislation
- Responsible for ensuring compliance with applicable legislation (e.g. health and safety), maintaining procedures to ensure said compliance and training employees accordingly
- Liaison with IT to coordinate smooth IT set up of the office
- Send to Finance all invoices received to the office to instruct payment
- Liaise with finance for all pending payment of office invoices
- Follow the budget together with the Office Head
The successful candidate will have experienced in office management and key attributes will include:
- Excellent skills in both spoken and written French and English
- Ideally experience in office management, and administrative tasks in a large group
- Confident and comfortable communicating with teams and individuals across all levels mainly in English
- Ability to take ownership and responsibility
- Ability to drive different processes at the same time in a challenging environment and to work on tight deadlines
- Proactive hands on approach
- Exceptional attention to detail
- 39 hours per week, from 8.30am to 5.30pm, from Monday to Friday
Partners Group is a global financial institution that retains the culture, pace and agility of a start-up. As a growing firm, we are committed to attracting, developing and retaining the very best talent, by offering a workplace where results are truly recognized and rewarded.
We offer a fantastic opportunity for you to grow:
- Professional, international working environment
- Challenging, rewarding career within a growing company
- Collaborative environment, with on-the-job training and mentorship opportunities
- Competitive compensation package, including performance based annual bonus
- Lunch allowance
- 25 vacation days
- One-month fully paid sabbatical after every five years of employment
www.partnersgroup.com
Please be aware, fraudsters may pose as Partners Group recruiters. All genuine representatives can be identified by a verified sign on their LinkedIn profiles. If you suspect fraud or have doubts, contact us immediately at hr@partnersgroup.com
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