Office Manager

2 weeks ago

London, UK, United Kingdom Orchestrade Full time

Reporting to the Head of HR, you will be part of a newly shaped Human Resources team rebranding its presence in the company.


This role can be based in London or Paris


The HR Office Manager is responsible for effectively running the Paris (40 EE’s) and London

(15 EE’s) growing offices and assisting the Head of HR in implementing the HR strategy across

the organization. Additionally, this position will work closely with Office/HR Managers in the US


Human Resources:


  • HR Admin:

As the key HR point of contact for both London and Paris employees, you will ensure a

seamless onboarding and offboarding process for employees. (DPAE, contracts, termination

documents, managing absence…) This also includes managing employee benefits by liaising

with external stakeholders (health insurance, pension…) services agencies, and government

authorities. You will be in charge of coordinating payroll for both London and Paris offices with

external payroll providers. Additionally, you will be responsible for maintaining accurate people

data in our HR system (Hi Bob)


  • HR projects:

You will work closely with the Head of HR and support global project delivery, including

organizational changes, policy implementations, and process improvements for the Paris and

London offices. You will also conduct the work council meetings in France (CSE)


  • Recruitment & Onboarding

Assisting in recruitment by posting jobs and coordinating interviews with hiring

managers.

Preparing bespoke onboarding programs for new starters,

Conducting HR induction content in alignment with company guidelines,

Supporting business leaders in onboarding new joiners.


  • Learning and development:

Liaising with external training providers and keeping records of employee training plan (OPCO)


  • Employee engagement

Helping maintain a positive work environment that promotes employee engagement, satisfaction, and retention


  • Compliance:

Addressing day-to-day HR queries, in line with all legal compliance requirements

Managing the immigration and visa processes


Office and Happiness Management


The Office Manager plays a crucial role in ensuring the smooth operation of both the London

and Paris offices. By efficiently managing facilities, supplies, budgets, and office events, you’ll

create a positive and productive work environment for all employees. The Office Manager will

be responsible for overseeing the daily operations of the London and Paris offices, ensuring

efficient facilities management, supplies procurement, and vendor management.


● Facilities Management:

Oversee the maintenance and cleanliness of the office environment in both

London and Paris locations.

Coordinate repairs or replacements for office supplies, equipment, and facilities,

including IT equipment and stationery.


● Supplies Procurement and Vendor Management:

Manage the procurement of office supplies and equipment.

Liaise with vendors to ensure timely delivery of supplies and services.

Check and approve invoices related to facilities management and supplies procurement.


● Financial Management:

Work closely with the Finance department to manage office budgets effectively.

Ensure cost-effectiveness in all office-related expenditures.

Adhere to company policies and procedures regarding budget management.


● Mail Handling:

Handle incoming and outgoing mail efficiently.


● Coordination of Office Events and Meetings:

Coordinate office events, meetings, and employee activities to foster a positive

work environment.


Attributes/Skills Required

Strong organizational and multitasking skills, be ready and willing to do tasks that are not

on the job description and that you were not trained for. You need to be hands-on and

ready to act on unexpected events.

Sensitive to people and their needs without overcrowding them.

Able to prioritize when you have several emergencies at once.

Adaptable is the watchword.

Proven experience in a startup as an office manager/HR or in a similar administrative role

Fluent in English and French

Excellent communication and interpersonal abilities: you must be a people person and

willingness to go the extra mile


● Proficient in Microsoft Office Suite and other relevant software applications

● Knowledge of basic financial management principles

● Background in HR with a focus on French employment law

● Bachelor in HR is required

● Ability to work independently and collaboratively in a fast-paced environment

● Frequent travels to London/Paris are to be expected.


Benefits:

RTT

Restaurant tickets

50% of NAVIGO pass

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