The Workplace Team is seeking a hands-on Workplace Operations Coordinator to take ownership of day-to-day operations and elevate the experience of our Paris office. This role is pivotal in maintaining a well-functioning, safe, and welcoming workplace that supports our employees’ productivity and well-being.
The role will balance the immediate needs of the office (from troubleshooting a leak to welcoming a VIP) with long-term projects designed to improve our environment. We need a proactive, detail-oriented problem solver who thrives on variety and takes pride in delivering an exceptional workplace experience.
This is an essential role with a requirement to be in the office 5 days a week, based in Paris.
What You'll Do:
- Facilities & Vendor Management
- Act as the primary on-site owner for all office issues and manage resolutions from start to finish, whether it is a minor maintenance request or an urgent building system failure.
- Conduct daily walkthroughs to ensure the space remains pristine, functional, and safe by identifying maintenance needs and inventory shortages before they impact the team.
- Serve as the main point of contact for all on-site contractors (cleaning, catering, HVAC, plumbing, and security) to ensure high-quality service delivery and adherence to building protocols.
- Maintain the operational health of building systems and troubleshoot issues to oversee vendor-led resolutions effectively.
- Ensure full compliance with UK Health and Safety regulations, including the management of fire safety equipment, first aid supplies, and emergency drill procedures.
- Operational Excellence
- Drive projects that improve the physical workplace and internal operating systems, including environment upgrades and refining workflows for managing daily requests.
- Own the operational execution of office moves and reconfigurations by coordinating with internal stakeholders and moving vendors to ensure all physical setups and timelines are met.
- Manage the end-to-end process for office and pantry inventory, including sourcing, ordering, and tracking expenditures against the budget.
- Oversee essential daily services including mail, deliveries, and internal ticketing to ensure timely resolution and professional follow-up.
- Support the onboarding and offboarding process by coordinating with internal teams to ensure all necessary access and resources are ready for an employee’s first and last day.
- Maintain the site playbook and standard operating procedures to ensure operational consistency and clarity for the broader team.
- Utilize project management tools (G-Suite, Slack, Jira) to prioritize and complete high-volume tasks with minimal supervision.
- Employee & Visitor Experience
- Deliver an exceptional guest experience by providing high-touch professionalism and hospitality for all visitors, including executives and VIPs.
- Organize office events and cultural gatherings such as happy hours, celebrations, and all-hands meetings.
- Communicate effectively and professionally across all channels (in-person, email, and Slack) to promote events, foster collaboration, and provide timely guidance to the team.
- Collaborate with leadership to foster a workplace environment that prioritizes employee well-being, safety, and engagement.
- Collect and share data-driven insights regarding employee and office needs to inform future action plans and improvements.
What We're Looking For:
- 1 to 3 years of experience in office management, facilities coordination, or a similar role, preferably in a fast-paced or dynamic environment.
- Demonstrated experience managing vendors and contractors for both hard and soft services in a corporate setting.
- Proven ability to manage competing priorities, work independently, and see tasks through to 100% completion.
- A skilled communicator who can navigate internal and external interactions with ease and professional polish.
- Experience with budgeting, purchasing, and financial reconciliation.
- A self-starter with exceptional organizational skills and a "can-do" mentality who is able to act with minimal information.
- Proficiency in G-Suite, Slack, Jira, and other modern office-related software.
- Comfortable lifting up to 23 kg (50 lbs) and assisting with the physical setup of office spaces.
- Previous Facilities experience preferred