Office Manager

Hi there! Thanks for stopping by

Are you actively looking for a new opportunity? Or just checking the market? Well… you might just be in the right place!

We’re looking for a Office Manager to join our Lightspeed team in Paris. You will play a vital role in coordinating office activities, managing supplier relationships, and ensuring a seamless working environment.

* Please note that this role is based On-site in our Paris office *

What you’ll be doing:

Being the first point of contact and the face of the office

• Keeping the office a clean and organised place → complying with the Lightspeed standard

• Ordering of office supplies and pantry and process invoicing

• Managing the schedule of the meeting rooms

• Planning and executing events/social activities for the office, maintaining the office culture

• Coordinate the fun stuff (birthdays!, Friday afternoon drinks, departmental celebrations)

• Managing vendors relations and finding the best fit for Lightspeed

• Provide local oversight and coordination of property and facilities management, reporting to the Facilities team

• Review, prioritise and redistribute work where appropriate

• Scheduling regular maintenance to keep our office the best workspace possible

• Supporting and assisting with employee travel booking and maintaining the platform

• Managing the desk booking platform

• Handling incoming and outgoing mail, including shipping/couriers for the team

• Support the offices in Geneva, Lausanne and Zurich remotely, open for frequent travel to these locations

• Visitors and employees provide positive feedback regarding their interactions with the Office Manager as the first point of contact.

• Deliver great customer service, with attention to detail and handle inquiries and requests in a professional manner

• Inquiries or requests are handled and resolved by the Office Manager during their initial contact, without the need for escalation or follow-up.

• The office space is clean and organised; health and safety measures are accurate based on predefined criteria and standards, aligned with the Lightspeed standard.

• Office supplies and pantry inventory are efficiently and accurately ordered to ensure a smooth workflow and avoid shortages.

• Maintenance is scheduled in time and issues resolved quickly to maintain a productive and comfortable workspace.

• Employees provide positive feedback with office events and social activities to gauge the effectiveness of maintaining a positive office culture; reporting negative/suggestive feedback.

• Keeps track of employee participation rates in fun activities, such as birthday celebrations, Friday afternoon drinks, and departmental celebrations, to promote team engagement and inclusiveness.

• Evaluates the effectiveness of vendor relations and finds the best-fit vendors for Lightspeed based on quality, cost, and service to ensure overall good performance, quality and dependability.

• Adheres to the Facilities management and Operations guidelines/processes and reports any issues or improvements to the Facilities manager and/or Operations manager and in a timely manner.

• Able to review, prioritise, and redistribute tasks among the team when necessary to maintain an efficient workflow, not missing deadlines and postpone/delay projects/tasks.

• Contributing as part of the wider team to achieve organisational objectives even if this means doing things that aren’t strictly within the scope of your role.

What you need to bring:

• 2-3 years of Office Management experience

• Previous experience with administrative tasks

• Previous experience with budgeting

• Fluent proficiency in both written and spoken English and French

• Excellent time management and organisational skills, with a knack for multitasking and prioritisation.

• Strong attention to detail and accuracy,…