Workplace Coordinator

**Sweep is hiring a Workplace Coordinator to develop our office life in Paris & London**:
As the Workplace Coordinator, you will be responsible for managing day-to-day office operations in our Paris office, ensuring that the workplace functions efficiently and remains a positive and comfortable environment for all employees. You will work closely with the office in London and various teams across both locations to coordinate workplace services, events, and office logistics. This role will involve frequent travel to our London offices but will primarily be based in Paris.

You will be part of the People organization and reporting to the Employee Experience Manager based in Montpellier. The People team is composed of the HR team
- TA team & Employee experience team.

**Key Responsibilities**:

- Office Management:
Oversee the daily operations of the Paris office, ensuring it runs smoothly and efficiently.

Maintain office supplies, equipment, and furniture, liaising with vendors and service providers.

Manage office seating plans and ensure workspaces meet employees’ needs.

Coordinate with building management for any repairs, security, or facilities-related matters.
- Workplace Experience:
Create a welcoming and inclusive workplace environment, supporting a diverse, multicultural workforce.

Organize office events, meetings, and team-building activities, collaborating with the HR and Operations teams to promote employee engagement.

Support remote and hybrid employees by ensuring they have access to necessary tools and resources when visiting the office.
- Expenses Coordination:
Arrange expense logistics for employees, ensuring they are within our company's guidelines.

Maintain expense records in coordination with the Finance team.
- Health & Safety Compliance:
Ensure compliance with local health and safety regulations and company policies.
- Vendor & Service Management:
Manage relationships with external service providers, including cleaners, maintenance teams, and IT support.

Negotiate contracts with vendors and service providers to ensure cost-effective solutions.
- Support for offices:
Travel to the London office frequently to support coordination between both locations.

In details:
**1. Office Operations Support for Paris & London offices**:

- Assist in maintaining a well-organized and efficient office environment.
- Manage office supplies inventory and ensure adequate stock levels.
- Coordinate with vendors and service providers for office maintenance and repairs.
- Handle incoming and outgoing mail, deliveries, and shipments.

**2. Administrative Assistance**:

- Provide administrative support to the Employee Experience Design Manager.
- Assist in organizing events.
- Prepare documents, presentations, and reports as needed.
- Help with data entry, filing, and organizing office records.

**3. Employee Experience Support**:

- Contribute to the design and implementation of employee experience initiatives.
- Assist in planning and executing employee engagement activities and events.
- Collaborate with cross-functional teams to enhance the overall employee experience.
- Gather feedback from employees and assist in implementing improvements.
- Co-own our Employee’s onboarding and offboarding cycles.

**4. Communication and Coordination**:

- Facilitate communication between different departments and teams.
- Assist in drafting internal communications and announcements.
- Coordinate office events, including setting up conference rooms and arranging catering if needed.

**Required Skills & Qualifications**:
Experience in the Tech Industry (SaaS preferred):
Proven experience working in a tech or SaaS company, with a strong understanding of fast-paced, agile environments.

**Multicultural & Global Experience**:
Experience working in an international or multicultural environment, with the ability to support employees from diverse backgrounds.

Fluency in English and French is essential, both written and spoken.

**Organizational Skills**:
Exceptional organizational and multitasking abilities to manage office logistics, travel arrangements, and vendor relations.

**Communication Skills**:
Strong interpersonal skills to communicate effectively with team members at all levels across locations, both in-person and virtually.

**Attention to Detail**:
A meticulous approach to managing office supplies, safety protocols, travel coordination, and budget management.

**Flexible & Adaptable**:
Comfortable working in a dynamic, fast-paced environment and able to adapt to changing priorities and last-minute requests.

**Tech-Savvy**:
Familiar with office management software (e.g., G-Suite, Mac, Zoom, Slack) and comfortable using tech tools to streamline operations.

**Willingness to Travel**:
Able to travel regularly between Paris and London, with flexibility for other occasional business travel if needed.

**Preferred Qualifications**:
Experience managing workplace environments in a startup or scale-up tech company