Operations and Administration Officer

il y a 7 jours

Paris, Île-de-France FLUKTUAT Temps plein

Operations and Administration Officer

1. Summary

The Operations and Administration Officer is a pivotal role within our organisation, ensuring the seamless coordination of our day-to-day administrative operations. This role encompasses a wide range of responsibilities, from managing correspondence and scheduling to overseeing IT systems and potentially financial management functions. We are looking for a highly organised, proactive individual who can maintain the rhythm of our office environment and ensure operational efficiency.

With a perfect command of English, you will be working in a human-sized company with strong values, in the 1st arrondissement of Paris.

2. The company

The company is a multi-family office located in the centre of Paris, but working in an essentially international context, assisting its customers with a wide range of services. In particular, the company specialises in supporting projects and investments aimed at moving the global economy towards a sustainable system.

3. Job Description

As an Operation and Administration Officer, you will be the backbone of daily office life, adeptly managing a multitude of tasks that keep our business running smoothly. Your day will be varied, ranging from administrative support such as handling correspondence and preparing presentations, to managing complex schedules and events. You will ensure our office environment is well maintained and our technology systems are functioning optimally. As a central figure in the office, you'll provide invaluable support to our team, coordinating travel, overseeing resource management, and, with time, stepping into a role that includes financial oversight and human resources support. This multifaceted position requires a balance of efficiency, organisational skills, and the ability to adapt to the dynamic needs of a growing company.

4. Skills required

  • Proactivity : Take initiative to anticipate and address tasks and challenges.
  • Autonomy : Ability to work independently within a given framework.
  • Precision : Pay attention to detail and maintain accuracy in all tasks and documentation.
  • Organisational Skills : Efficiently manage and coordinate various tasks, meetings, and projects.
  • Communication : Excellent verbal and written communication skills for interactions with team members, visitors, and external contacts.
  • Time Management : Prioritise and manage time effectively, especially in scheduling and calendar management.
  • Problem-Solving : Quickly assess and find solutions to unexpected issues or conflicts.
  • Multitasking : Handle multiple responsibilities and deadlines simultaneously.
  • Adaptability : Be flexible and adapt to changing office dynamics and tasks.
  • Team Collaboration : Work well within a team, providing ad hoc support and coordination.
  • Project Management : Ability to oversee projects and ensure they are completed on time.
  • Resource Allocation : Manage budgets effectively and oversee procurement and vendor management.
  • File Management : Maintain organised filing and document archiving systems.
  • Financial Acumen : Understand budget management, invoice processing, and financial reporting.
  • IT Knowledge : Familiarity with office software, document management systems, and IT infrastructure.

5. Working with us

The hiring company is a small company with great goals. You'll be part of a team made up of people from all over the world who share the same values: helping the global economy move towards a sustainable system.

So this is a rare opportunity to put your skills at the service of your values. Although demanding, the working environment benefits from a pleasant setting in the centre of Paris and attention paid to the development of each of its employees and their autonomy.

6. Contract and remuneration

  • Attractive health insurance and luncheon vouchers
  • CDI (OPEN-ENDED CONTRACT)
  • Attractive remuneration package and possible profit-sharing scheme depending on career development
  • From €50,000 gross per annum and above depending on qualifications

7. Extended Key responsibilities

1. Administrative Support:

  • Efficiently handle incoming mail, manage calls, and professionally assist visitors.
  • Take charge of the CEO's correspondence, including emails, ensuring timely and organised communication.
  • Coordinate and schedule meetings, conferences, and external events, managing all related logistics.
  • Provide support to team members to facilitate smooth office operations.
  • Perform various office administration tasks, such as reconciling statements, preparing expense reports, and other clerical duties.
  • Collaborate with team members to create and formalise presentations.
  • Maintain up-to-date contact databases and support the Document Management System for efficient file management.

2. Calendar and Schedule Management:

  • Manage daily scheduling, including setting appointments and adjusting them as necessary to accommodate changes.
  • Oversee diary management, including organising internal meetings and external events.
  • Arrange for meeting rooms, catering, and other facilities for office events.

3. Travel and Accommodation Coordination:

  • Coordinate diary, appointments, and travel arrangements for team members.
  • Plan and manage logistics for recurring events and appointments, both domestically and internationally.

4. Office Management:

  • Oversee office facilities, ensuring optimisation of space and resources.
  • Handle the procurement and management of office supplies and materials.
  • Maintain office conditions and coordinate necessary repairs.
  • Serve as a central point for distributing information to team members.
  • Keep files updated, filed, and archived regularly.

5. Technology and Information Systems:

  • Supervise the IT infrastructure and ensure the effectiveness of information systems.
  • Manage relationships and contracts with IT service providers, maintaining functional digital tools and network infrastructure.

Potential future responsibilities (at a later stage but as soon as possible, after familiarisation with the first)

1. Financial Management and Budget Oversight:

  • Supervise and control team budgets, ensuring compliance with financial objectives.
  • Process and oversee the payment of invoices, maintaining timely and accurate financial transactions.
  • Monitor cash flow to ensure financial stability.
  • Work closely with accountants for financial transaction coordination, reporting, and data reconciliation.
  • Partner with external accountants to maintain financial information and regulatory compliance.

2. Resource Management:

  • Develop and manage the budget for corporate services.
  • Oversee procurement processes and vendor management.

3. Project Management:

  • Manage and deliver key corporate service projects, ensuring successful outcomes.

4. Human Resources:

  • Assist in HR-related tasks, including talent acquisition, employee development, performance management, and compensation strategies.

8. Place of work

  • Paris 1 st arrondissement, Metro Palais-Royal or Pyramide.
  • No travel required.

9. Recruitment process

  • CV review
  • Checking references (at least one required)
  • 2 interviews minimum
  • Psychometric tests
  • Case studies

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