Office Manager FR/ENG

Job title:

Michael Page

Reception Duties:

Greet and assist visitors in a professional and welcoming manner, ensuring a positive first impression.
Manage visitor access, including issuing security badges and handling registration.
Handle reception tasks, including answering calls, screening messages, and directing inquiries appropriately.
Coordinate transport, refreshments, and catering for visitors and executive guests.
Maintain a tidy and professional reception area at all times.

Facility Management and Maintenance:

Coordinate with the cleaning team, facility manager, and suppliers to address building issues (e.g., ventilation, coffee machines, dishwashers, filtered taps).
Act as the main contact for landlords and oversee building-related activities (two office spaces).
Manage parking spaces and access badge systems.
Work with architects and suppliers to ensure projects are completed on time and within budget.

Administrative Support:

Maintain shared calendars and publish company-wide communications on the intranet.
Update and communicate Authorized Representatives & Signatories Lists with relevant stakeholders.
Manage expenses, petty cash reports, and credit card reconciliations using SAP CONCUR.
Receive and distribute mail and packages. Scan documents to relevant departments.
Assist colleagues with modifications to Word and PowerPoint documents.
Answer and filter calls and messages as needed.

Meeting and Event Coordination:

Onboarding and Office Operations:

Manage onboarding processes, including ordering business cards and preparing lockers and equipment.
Order and restock office supplies (e.g., water, coffee, gas canisters, stationery).
Maintain and update the company’s internal systems, including contact information and photos for all colleagues.
Negotiate rates with suppliers and manage travel reservations and expenses for executives.
Update automatic phone messages and inform relevant suppliers of changes to business hours.

Specialized Projects and HR Support:

Assist HR with organizing staff training sessions (e.g., first aid, ergonomics).
Support the dissemination of internal communications, including videos and posters on the intranet.
Ensure timely and efficient delivery of specific projects in collaboration with stakeholders.

International and multicultural environment Bilingual French and English

Previous experience in the service industry or in a client-facing role is highly advantageous.
Languages: Proficiency in both English and French, written and spoken, is essential.
Skilled in using the MS Office Suite (Word, PowerPoint, Outlook).
Excellent communication and interpersonal abilities.
Capable of effectively interacting with both internal and external stakeholders.
Strong attention to detail and problem-solving capabilities.
Proactive and resourceful in handling tasks and challenges.
Exceptional organizational and multitasking skills.
Discretion and professionalism in managing confidential information.
Dedication to fostering a positive and efficient office environment.
Full alignment with the following core values: Respect, Excellence, Honesty, Humility, and Accountability.