Office and HR Manager

  • HR
  • Paris, France

Office and HR Manager

Job description

As part of the Adikteev Paris Corporate team, the Office & HR Manager will ensure smooth day-to-day operations. This is a position that requires a high-level of Service Attitude, Communication and Negotiation skills. This role is ideal for an ambitious office & hr manager looking to work in a very dynamic and international environment.

 

You will report to the Head of HR.

 

RESPONSIBILITIES

 

Human Resources

  • Independently manage the complete payroll process/function for a 90+ person company
  • Assist with onboarding process, managing offer packages and collecting and distributing appropriate paperwork
  • Daily maintenance of HRIS system: entering new employees, updating employee information, Benefits Enrollments, etc.
  • Ensure vacation days are accurately entered, submitted and approved by managers

 

Onboarding

  • Coordinate integration of new employees into the Adikteev life
  • Co-ordinate facilities for all new starters
  • Conduct office tours for new hires, reviewing all general office-related details (breakroom, restrooms, building information, security badge access, etc.) along with any special office-specific information
  • Ensure all processes for new hires and terminations are followed, working closely with HR, IT, Office Services and Hiring Manager/Team

 

Building Management

  • Run the offices, maintain and develop relationship with employees to understand their expectations and keep an open communication at all times
  • Open and set up the office in the morning. Inspect work area, kitchens and meeting rooms for cleanliness and appearance. Keep every space clean and organized.
  • Manage day to day maintenance of the office facilities (mail, trash, ordering office supplies, lite cleaning, tech upkeep, supplies, food/drink orders, lunches, errands, etc.)
  • Personally, do whatever it takes to keep the offices clean and organized, and find ways to create effective processes, norms, and incentives for all employees to contribute
  • Act as interface to the key stakeholders to ensure world class services
  • Take responsibility for day to day office services (greetings, Hospitality for guests and employees, janitorial, maintenance, tickets’ resolution, etc.).
  • Understand the process and operation of loaner laptops, AV equipment, audio and web conferencing, etc. and troubleshoot issues as they arise
  • Resolve technology issues with copiers, phones, etc. and coordination of office moves
  • Work with building management to coordinate fire drills, emergency procedures and safety inspections, including maintaining the Fire Safety Team and making sure fire safety inspections are up to date.
  • Regularly update and maintain Office Manager manual with proper instructions, logins, contacts, process information and procedures
  • Proactively manage, coordinate and organize office events, social activities and charitable giving
  • Serve as the key point of contact for employees on all office/space-related issues, questions and requests, responding promptly and thoughtfully with a customer mindset
  • Lead the implementation of office specific events (i.e., all hands meetings, company parties, holiday season breaks, etc.)

 

Finance

  • Collect and archive all the receipts and invoices for expenses related to office life
  • Prepare, submit and maintain annual budget and forecasts for office
  • Ensure all expenses charged to the office are within budget estimates and follow proper procedures for any exceptions

 

Travel

  • Arrange on-site and off-site meetings (space, catering, tech, travel and itineraries, etc.)
  • Coordinate with outsourced travel agents to book company travel
  • Track detailed budgets for a travel on a per project basis
  • Book and register conferences for various team as needed
  • Provide information in response to guest inquiries about the hotel area, tourist attractions, directions, etc. Accommodate all requests, i.e. dinner reservations, taxi, etc.

 

Hospitality

  • Answer incoming telephone calls within first three rings
  • Enthusiastically welcome our guests, greet guests at the door and in the lobby
  • Be the Corporate team face to our internal customers - be approachable for questions and comments from employees and react appropriately to queries raised
  • Assist with organization of events (both internal & external), coordinate all logistics details (security, building access, room setup, catering…), manage last minute changes and ensure smooth execution on the ground for all teams involved
  • Coordinate internal meetings/townhalls as needed – arrange for food, AV, space, etc.
  • Schedule external meetings and calls
  • Coordinate hosted events
  • Proactively anticipate food & beverage needs for team, and whenever guests are present
  • Set-up and tear-down for hosted meetings
  • Lead run of show planning

Requirements

  • 2+ years of payroll experience
  • International vibe: our working language is English
  • High dedication to customer service and hospitality
  • Very positive attitude and ever-present smile
  • Excellent time management skills and ability to multi-task and prioritize work
  • Large sense of urgency with everything that you do
  • Attention to detail and problem-solving skills
  • A creative mind with an ability to suggest improvements
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Knowledges of Health & Safety local compliancy