Office Coordinator

About Valiantys

Valiantys is the leading global consulting and services firm dedicated to Atlassian. We accelerate business transformation by digitizing processes and modernizing teamwork, using the best Agile methods and tools. Our Atlassian technical expertise is unparalleled and we support our customers across the entire spectrum of their projects on those platforms. As a recognized Specialized Partner, we help organizations accelerate time to value with Agile at scale, Cloud, and ITSM implementations. Because teamwork requires more than just tools, we help bridge the gap between applications and strategic practices such as SAFe® and ITIL. Over the last 15 years, we have helped more than 5,000 customers achieve their desired business outcomes at a reduced time to value, through improved team collaboration.

Your assignment

The Field Operations Coordinator ensures smooth daily operations and a safe, productive work environment by managing office operations and facilities, including supplies, and event coordination. They handle travel arrangements and support internal teams across various functions. Operating within a multinational context and collaborating with remote teams, they handle both routine and on-demand tasks to streamline business operations, enhance overall efficiency, and foster a positive company culture at Valiantys.

We are looking for a Part time Permanent contract as Field Operations Coordinator based in Paris for our new office in Arc de Triomphe area.

You need to be available between 2 & 2,5 days a week from January 2025. (17.5h/week)

Any specific fixed day, we can easily adapt your work schedule.

Things you'll be working on :

Office Management

- Meet and greet internal and external visitors 

- Answer and transfer incoming telephone calls promptly and manage third-party companies

- Handle the receipt, distribution, and organization of letters, mail, and packages to ensure timely and secure deliveries

- Maintain company fixed assets (TV, chairs, desks...)

- Ensure data protection and privacy, in compliance with GDPR**

Workplace Management 

- Oversee layout and organization of office space, ensuring optimal maintenance and security

- Monitor office expenditures, and compare office contracts (rent, service, etc.)

- Manage office supplies, ordering new stock and keeping track of inventory to ensure all necessary items are available

- Manage office health and safety, identifying and addressing hazards, implementing safety measures, and ensuring open communication for a safe workplace

Travel Management

- Manage travel arrangements, handle hotel bookings, flight reservations, and train schedules for business trips

- Ensure strict adherence to approved budgets, tracking expenses meticulously to control costs effectively

- Flag to the Field Operations Senior Coordinator any unusual travel pattern

Offices Events, Presents & Swag Management

- Organize and actively participate in local office events to promote our company's culture

- Manage the distribution of company gifts from Valiantys Group to clients and employees, ensuring timely and efficient delivery

- Manage and execute birthday and anniversary posts and treats for team members, fostering a positive and inclusive workplace culture

Business Enablement/Internal Teams Support

- Provide local support for the Business Enablement and internal teams, particularly for Finance, People & Culture, IT, Marketing...Etc.

- Collaborating with internal teams to organize internal and external trainings

What you need to be successful

You passed 2/3 year degree in administration, office administration or business management...

You have a few years of experience in managing administrative tasks and office operations is typically preferred (administrative assistant, receptionist, office manager, or similar role...)

You need to speak fluently French & English.

You have the ability to :

- handle multiple tasks, organize workspace and office supplies, manage office equipment, and plan internal events.

- work independently and manage a range of administrative tasks.

- manage tasks effectively, anticipate needs, and handle urgent matters.

- handle complex situations calmly and diplomatically, especially when facing conflicts or special requests.

and you have :

- an excellent verbal and written communication skills for interacting with colleagues, visitors, and external vendors.

- a strong sense of hospitality and customer focus to create a welcoming and professional office environment.

- a strong interpersonal skills, initiative, diplomacy, and a proactive attitude are highly valued in this role.

And you are ...

- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and calendar management tools.

- Familiar with specific business management software (Jira) can be a plus.

- Team-oriented with the ability to collaborate effectively across departments.

Why you should apply? 

Our team members are our greatest asset and we work hard to ensure that Valiantys is not only a great place to work, but also a platform for you to grow.

Sense. We're committed to giving you the level of information you need to make sense of your assignments. You will witness the impact of your actions.

Training. We will provide you with the necessary time and budget to help you develop your skills and maintain your employability in the job market.

Flexibility. We understand that life is all about balance and we offer you the flexibility and support to help you maintain balance across the different pillars of your life.

In addition to the salary, our advantages:

*An international environment and a multicultural team

*A flexible home office program

*An annual incentive

*Generous meal vouchers

*A personal mutual + beneficiaries 100% supported

*The choice between PC or Mac

*A spacious convivial space, a functional kitchen and fresh fruit because your health is important to us!

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