Office Manager

**Description**

Companies, investors and government entities around the world turn to Alvarez & Marsal (A&M) for leadership, action and results. Privately held since its founding in 1983, A&M is a leading global professional services firm that provides advisory, business performance improvement and turnaround management services. When conventional approaches are not enough to create transformation and drive change, clients seek our deep expertise and ability to deliver practical solutions to their unique problems.

With over 10,000 people providing services across six continents, we deliver tangible results for corporates, boards, private equity firms, law firms and government agencies facing complex challenges. Our senior leaders, and their teams, leverage A&M’s restructuring heritage to help companies act decisively, catapult growth and accelerate results. We are experienced operators, world-class consultants, former regulators and industry authorities with a shared commitment to telling clients what is really needed for turning change into a strategic business asset, managing risk and unlocking value at every stage of growth.

We are currently seeking an Office Manager for our Paris office. Our Paris office is home to over 250 staff who spend a significant amount of time in a professional, fast-paced environment.

**Responsibilities**

General Office Administration
- Organize office procedures and operations
- Professionally interact with all internal and external personnel, often at upper and executive-management level
- Communicate building information and office-wide information such as upcoming events, new office procedures, closures due to inclement weather etc.

Office Operations
- Primary point of contact for day-to-day office needs, including building management, general maintenance and cleaning, office vendors, mail, supplies, equipment, and invoices
- Manage third party vendors in terms of procurement, RFP processes and contract negotiations
- Develop relationship with the building’s property management team
- Manage facilities/reception teams to:

- Manage conference room maintenance for internal and external client meetings and events, including reservations and developing a good working knowledge of the video conference and AV equipment to assist and train others when needed.
- Ensure rooms are kept tidy and stocked appropriately
- Co-ordinate orders for all office supplies including coffee, kitchen, vending, printing, signage, business cards, photographer, tools and materials
- Stock kitchen, copy rooms and supply closet
- Maintain all common areas to ensure a professional work environment
- Ensure facilities and office equipment are always in good working order
- Organize distribution of mail and packages
- Ensure all vendor invoices are processed and paid on time
- Coordination and reporting of all maintenance/cleaning issues
- Manage external vendor scheduling, both emergency and regular maintenance visits
- Manage requests/costs or other ad-hoc property management requests
- Maintain local office instructional documents for temp coverage requirements
- Manage Amex registration
- Manage Mobile Fleet
- Participate to the Onboarding process and work with other services (Recruitment teams, HR, IT, Payroll)

Corporate Real Estate
- Central point for non-standard approvals or other project related work requirements
- Occupation Report
- Action all facilities requests to completion in conjunction with building contractors and/or third parties (i.e., temperature adjustments, leaks, spills, broken equipment etc.)
- Support Ops Dir Fr with invoice submission and ad hoc office projects including renovation, construction, and office moves

Health & Safety/Security
- Manage A&M’s Paris Office’s Health and Safety program
- Manage Environmental, Social and Governance (ESG) best practices in the office
- Manage the premises access security process and procedures:

- Co-ordination with the building for base-building badge assignment/administration of our internal office security system
- Issue badges to new hires; execute termination of access with internal security system and building system for off-boards, manage temp badges etc.
- Serve as Fire Warden & First Aider

**Requirements**:

- ** Position requires being in the office 5 days a week (Mon-Fri)**
- Couple of years experience in Office Management
- Prior experience in Facilities Management & Project Management
- Outstanding customer service and interpersonal skills
- Ability to effectively interact with clients and employees
- Excellent verbal and written communication skills in French & English
- Excellent computer skills to include a strong working knowledge of Microsoft Office Outlook, Word, Excel and PowerPoint. Previous experience with Service Now and Concur Expense is a benefit
- Organized and detail orientated with excellent follow through
- Can do attitude
- Strong problem-solving skills
- Self-motivated, tactful, and a great te