Office Manager

The Office Manager will be responsible for ensuring the efficient functioning of the office, providing administrative support to team members, and managing reception duties. This role requires a highly organised individual with strong communication skills and the ability to multitask in a fast-paced environment.
 

KEY ROLES & RESPONSIBILITIES

Reception Management:

• Greet visitors and clients warmly and professionally at the reception desk.
• Manage employees and visitors badge access including onboarding, temporary replacement, and termination
• Manage incoming calls and inquiries, directing them to the appropriate personnel.
• Maintain a tidy and welcoming reception area, ensuring all informational materials are up to date.

Administrative Support:

• Prepare and distribute internal communications and reports as needed.

Office Operations:

• Oversee day-to-day office operations, ensuring a safe, organised, and efficient working environment.
• Manage office supplies inventory, placing orders and maintaining relationships with vendors.
• Implement and maintain office policies and procedures to optimise workflow and productivity.

Financial Management:

• Assist with budget tracking and expense reporting, ensuring all financial transactions are recorded accurately.
• Collaborate with the finance team on invoices, payments, and other financial processes, as necessary.

Team Collaboration:

• Act as a point of contact for all office-related inquiries, fostering a supportive and collaborative atmosphere among staff.
• Coordinate office events, meetings, and team-building activities.
• Support various teams with project coordination and administrative tasks as needed.

Facility Management:

• Monitor and manage the maintenance of office facilities and equipment, coordinating repairs and services as needed.
• Keep track of monthly power consumption for ESG reporting
• Ensure compliance with health and safety regulations and maintain an organised workplace.

ADDITIONAL RESPONSIBILITIES:

• Participate in special projects and initiatives to improve office efficiency and employee satisfaction.
• Stay updated on trends and best practices in office management and administration.

QUALIFICATIONS:

• Proven experience as an Office Manager, Receptionist, or similar administrative role.
• Strong organisational and multitasking skills, with the ability to prioritise tasks effectively.
• Excellent communication and interpersonal skills, with a welcoming demeanour.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Knowledge of office equipment and maintenance procedures.
• Able to be office based (La Defense) 5 days per week.
• Fluency in both English and French is required.