Paris, France

Office Manager

 

 

 

 

OFFICE MANAGER - Paris

 

At AKQA, we believe in the imaginative application of art and science to create beautiful ideas, products and services. With an entrepreneurial and collaborative approach, we design adaptive digital services and applications that capture the imagination, delivering impressive returns for our clients. 

As part of the People & Core Services team, the Office Manager will support on all aspects of AKQA studio’s everyday operational and maintenance needs, organising company events and fostering an inclusive and enjoyable culture. You will ensure that the AKQA studio space is representative of our core values of innovation, service, quality and thought.

 Addressing all visitors, external clients and AKQA employees in a professional manner, anticipating their needs, and ensuring they enjoy a world-class customer service at all times.

As part of the AKQA team, you will work in an environment that fosters a dynamic and meritocratic culture, surrounded by some of the brightest minds in their fields.

 

ROLE REQUIREMENTS

  

Finance

  • Be the audit contact and coordinater for yearly audit declaration, Provigis and Attestation Legal
  • Be the point of contact between EMEA finance team and project managers 
  • Update project managers on invoices and vendors set up status 
  • Keep up to date with finance invoice and vendor set up process
  • Assure weekly invoice posting (internal and project related invoices ), raise internal POs
  • Manage internal cost forecast (studio work, internal events, supplies and stationery)

 

Administrative & Operation 

  • Prepare monthly headcount reportings, organization charts update
  • Organise new employees onboarding (admin info, AKQA welcome pack, HR platform set up, mobile phone contract, first day and first month internal meetings, etc.)
  • Organise foreign employees onboarding (full assistance with French administrative paperwork (social security set up, housing researches, tax support), daily life support
  • Organise yearly verification of medical visits, health insurance subscriptions, RCS and AGEFIPH certificates 
  • Keep up to date, ease and improve our admin, office, IT processes and guidelines
  • Provide information in regards to WPP audits, Health & Safety compliance
  • Organise, coordinate and financial forecast for our weekly, monthly, yearly and occasionnal internal team events, meetings and workshops
  • Assist HR in Admin paperwork and general French legal documents (RCS, Kbis, URSSAF, Legal - visa – mobility, time off, sickness, etc.)
  • If support is required temporary keep up to date HR tools with promotions, pay rise, personal data information and payslips

  

Office Management

  • Oversee and support all administrative duties in the office and ensure the office is operating smoothly
  • Ensure world class customer experience at all times to clients, visitors and AKQA employees
  • Manage day to day office management (reception, meeting rooms and studio, stock room, supplies for client meeting and catering, liaison with couriers, etc.)
  • Manage studio appearance and maintenance
  • Organise annual mandatory builduing checks and safety trainings ( alarm, electricity, fire extinguishers, first aid )
  • Arrange travel for employees / clients as needed
  • Identify opportunities for process and office management improvements, implement new systems
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Be the point of contact between IT and team, answer to general IT quieries 
  • Maintan IT, phones and accessories stock
  • General IT maintenance (set up, replace, send computers for repair, etc.)
  • Update our intranet on a monthly basis, manage written content
  • Promote our Staff’s wellbeing by setting up sport and wellbeing activities 
  • Define and keep up to date sustainability / social goals and events in Paris studio
  • Align with Global / EMEA communities and culture, be the Representative of Paris Studio in EMEA culture program


REQUIRED QUALIFICATIONS & SKILLS 

  • Acute attention to detail and a drive for Excellence
  • Passionate about what you do and can effectively communicate with/inspire clients and colleagues
  • Prior experience working in front desk role in a dynamic, fast-paced and creative environment
  • Prior experience in organising events
  • Able to uphold a positive attitude at all times
  • Excellent written and verbal communication skills in both French and English
  • Exceptional organizational skills, the ability to multi task amongst constantly shifting priorities
  • Creative and intuitive; proactive and curious, thriving for a stellar employee experience
  • An eye for aesthetic and a passion for s strong team culture and wellbeing

 

AKQA is an Equal Opportunities Employer, we believe that diversity is vital to AKQA’s ability to provide our clients with the best recommendations and are committed to fostering a varied and inclusive work environment. Your race, colour, ancestry, religion, gender, gender identity, national origin, sexual orientation, age, marital status, disability or veteran status have no bearing on our hiring decisions. If you have a disability or special need that requires accommodation, please let us know.

 

 

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Office Manager — Paris

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Sincerely,

AKQA People team