Office Manager, Paris

Description

About this role

Job Purpose/Background:
The position is in the Country Management COO team to support the regional COO and Country manager across France Belgium and Luxembourg (FraBeLux).

The FraBeLux region covers over 330 employees across 5 offices (2 in Paris, 2 in Luxembourg, 1 in Belgium).

The FraBeLux Office Manager acts as a point of contact for the local offices.

The role is an important advisory and interface function between the Business and internal corporate service providers (e.g. Facilities Management, HR, IT, Finance) and is focused on the office coordination in a wider sense with corporate teams, the business activity through fulfilment of corporate standards, local regulatory requirements and employee’s needs.

This role is designed to leverage our centralised operating functions but is tailored to the local office needs, premises, staff and vendors/suppliers.

This position is a multi-faceted role, which requires a strong work ethic, analytical, organizational and planning skills and sound judgment, professionalism and discretion, given the high level of confidentiality of information and data accessed.

You will adeptly navigate the firm, building strong and meaningful relationships across multiple businesses and guiding cross-functional groups towards a single objective. You will have the opportunity to drive scale, ensure consistency, and reduce risk.

Key responsibilities - FraBeLux
- Health & Safety / Security: Owns the relationship with the Corporate Security and Health & Safety to ensure the office’s ability to meet the local relevant Health & Safety requirements, e.g. execution of annual Fire Evacuation Exercise.
- Business Continuity: Responsible Business Continuity Coordinator for the local offices in Zürich and Geneva, closely collaborate with responsible Business Continuity Management team to ensure annual plan update and approval
- HR administration support: Partners with HR to guide staff follow the centralised HR support model and support with fulfilment of local HR activities such as, assist with the local employee on-boarding and provide support to new hires (share local resources, office access etc.), assisting with local documentation needs.
- Facility Management/Workplace Experience: Partners with the local Front Desk and workplace experience team to ensure smooth delivery of the local workplace service delivery model, this includes management of desk planning and seat allocation of existing staff and new staff.
- General Support: Acts as first point of contact for local employees and help them navigate the firm, assists with implementing local initiatives and coordinate with the wider office manager group across the region, maintain local office management procedures following firm’s guidelines and BlackRock (BLK) standards, identify local issues and potential solutions, inform the COO and Country Manager and escalate it to the corporate areas to implement the specific solution.
- Finance Process Governance: Manage, and control different Finance tasks via COUPA, KY3P, SVM. This includes managing the local invoice process, liaising with the BLK’s accounting team and with external vendors as per BLK standards, staff education on the process and team ownership, control of payments, direct debits. T&E/Concur guidance of issues and advising on handling of AMEX cards following the global process. Collaborate with Business Management team to monitor the T&E, expense budgets and forecasting from a country perspective, to facilitate the Country Manager with a clear view of the cost of that specific office.
- Technology/Mobile Devices: Partners with internal Desk Side Support and regional Technology Leads to assist with local technology needs and escalation of issues. Represent the offices and employees on technology service reviews, assist with deployment of global projects such as migration to VDI, Windows 10 upgrade policy change. Manage mobile device requests, mobile devices, and subscriptions in collaboration with responsible teams at BLK.
- Policy Keeper/Office Infrastructure: Play a role as a local policy keeper (licenses, and other procedures) to keep the branch /entity in good standing. Coordinate with the EMEA Office Management group that standard procedures are aligned among the different offices and local nuances included in them.

Knowledge & Experience:

- Experience in office management
- Self-motivated, and a team player while able to work autonomously
- Experience in the financial industry or global company working environment with a good understanding for an international process matrix
- Execute tasks proactively while assessing potential risks and communicating accordingly with the team
- Capable of running small projects to deploy new process, build scale
- Fluency in both French and English, written and spoken
- Strong interpersonal skills and ability to communicate information in a clear manner

Skills & Competencies:

- Excellent