General Mission
The Office Manager is the backbone of the agency and serves as the administrative and operational right hand. He/She ensures the smooth running of all administrative, financial, and logistical operations, while maintaining a structured, efficient, and pleasant work environment for the whole team.
The mission is to allow everyone to focus on their core responsibilities, by anticipating and resolving administrative and practical issues before they become obstacles.
1. Administrative and Financial Responsibilities
- Payroll follow-up: preparation, verification, and contact with the payroll provider.
- Relationship with the accounting firm: collecting documents, follow-ups, adjustments.
- Monitoring client and supplier payments.
- Handling expense reports and reimbursements.
- Monitoring timesheet compliance (Harvest), reminders, and reporting.
- Always copy management on finance-related communications and ensure responses within 24h.
2. Logistical and Practical Responsibilities
- Oversee day-to-day office operations: supplies, cleaning, maintenance.
- Manage service contracts (Wi-Fi, utilities, etc.).
- Proactively resolve practical issues (breakdowns, missing keys, equipment).
- Ensure tidy and organized shared spaces; remind staff of rules when necessary.
- Coordinate office moves, refurbishments, or other projects.
3. Team Support and Internal Culture
- Respond to employees’ administrative questions (leave, certificates, reimbursements, etc.).
- Welcome and onboard new hires (equipment, orientation, integration).
- Oversee internal rituals: biannual employee reviews, monthly lunches, propose and organize team-building activities.
- Act as a trusted point of reference, ensuring a structured and supportive work environment.
4. Profile Sought
- 2–3 years of experience in office management, administration, or a similar role.
- Strong organizational skills and attention to detail.
- Proactive and autonomous, with the ability to find solutions quickly.
- Excellent interpersonal and communication skills.
- Able to show firmness and remind others of rules when necessary.
- Comfortable with digital tools (Google Drive, Harvest, Monday, office software, etc).
5. Key Skills
- Organization and prioritization.
- Reliability and thoroughness.
- Proactivity and sense of responsibility.
- Assertiveness and clear communication.
- Versatility (administrative and logistical).
- Team spirit and relational intelligence.
- Ability to act as the administrative and operational right hand of management.