Office Manager

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Job description

Aperçu:
Job Title: Office Manager - Paris

Division: Beazley Shared Services

Reports To: As per Beazley's organisation chart

Key Relationships: Team members, brokers, support staff, other staff members, external clients and suppliers.

Job Summary: To provide comprehensive office support to the French Office

Key Responsibilities:

Office Support

Oversight and management of reception, phone calls, incoming/outgoing post, Beazley France email inbox and meet and greet visitors

Overview of office facilities & management of any arising situations, repairs, liaison with landlord, sub-contractors.

Maintain and order office supplies including stationary, snacks, fruit. Payment of supplier invoices

Co-ordination with the London facilities management team; local management of safe, server, access badges, parking badges, video conference equipment and point of contact for alarm company

General housekeeping duties around the office & overall facilitate the smooth running of the office

Practical support for all internal & external visitors (access, taxis, hotels, lunches, restaurant bookings)

Central local point for all first aid matters, training, fire exercises

Assistance with Country Manager's monthly expense submission

General administrative support to the Country Manager

Coordination with local travel provider and assist with any booking difficulties

Ensuring all documentation relating to office processes, procedures and contact details are kept up to date

Culture and People

Central local point for all new joiners, overseeing onboarding & practical arrival

Coordination with C&P regarding tracking of annual leave, sick days

Local management of luncheon voucher cards

Payment of local invoices and ordering legal documents

Events

Event planning (research vendors, assist with invites/rsvp tracking, attend planning meetings, etc.). Including attendance/ground support on the day of the event

Exec visits : Liaise with PAs, set-up meetings, assist in planning

Booking of caterers for internal events

Management of local social budget

Running office social event & activities and sending office communications

IT support

Represent Paris Office as a member of the IT advocate team and communicate any relevant updates to the team.

Central local point for all IT matters; IT onboarding for new joiners

Maintain IT inventory list.

Assist team by liaising with IT when required.

Personal Specification:

Education and Qualifications

Educated to baccalauréat, graduate or equivalent

Professional secretarial qualifications desirable

Skills and Abilities

Excellent communication skills, both verbal and written (French and English)

Knowledge in German language a plus

Advanced in all Microsoft Office programs

Motivational skills, team worker as well as able to work on own initiative

The ability to manage time, meet deadlines and prioritise

Excellent understanding of organisational processes

Aptitude and Disposition

Outcome focussed, self-motivated, flexible and enthusiastic

Professional approach to successfully interact with managers/colleagues and external suppliers

Completes work to deadline

Proactive

Competencies

Concern for quality

Information seeking

Customer focus

Team working

Initiative

Problem solving

Time management

Relationship building

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