Office Manager

icg; Paris; Sur place; EUR 45 000 - 65 000; Plein temps

Résumé du poste

ICG is seeking an experienced Office Manager for our Paris HQ to oversee day-to-day operations and deliver a seamless workplace experience for employees and visitors. Reporting to Head of Service Delivery, you will coordinate facilities, vendor relationships, health and safety, event support, and budget monitoring while working with our international office network.

Join a fast-paced, collaborative team and help shape a professional, welcoming office environment in Paris and across ICG's global

Qualifications

• Proven experience as an Office Manager or similar role.
• Knowledge of French employment regulations and H&S.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Experience handling vendors, contracts and budgets.
• Proficient in Microsoft Office 365 applications.

Responsabilités

• Manage daily operations of the Paris office to ensure productivity.
• Cover reception and manage the office switchboard.
• Maintain office procedures and admin systems.
• Oversee office supplies, equipment, and inventory.
• Coordinate mail, couriers and document management.
• Ensure meeting rooms and shared spaces are well maintained.
• Coordinate with landlords, building management, and external vendors.
• Monitor safety, health compliance, and emergency procedures.
• Support onboarding and employee inquiries.
• Collaborate with HR and IT teams; work with global Real Estate team in London.

Connaissances

Office management

Vendor management

Budget management

Health & safety knowledge

Communication skills

Multitasking

Outils

Microsoft Office 365

Description du poste

Job Title: Office Manager

Location: Paris, France

Reports To: Head of Service Delivery

Position Type: Permanent, Full Time

ICG is seeking an experienced Office Manager - Paris HQ to join our Estates Management team. Reporting to the Head of Service Delivery, you will be responsible for maintaining seamless office operations and efficiency while ensuring a first-class workplace experience for ICG employees and external visitors.

This is an exciting opportunity to join a highly collaborative team operating in a fast-paced environment. The successful candidate will play a key role in shaping the workplace experience within our Paris headquarters and driving operational excellence across the office.

ICG is seeking an experienced Office Manager to join our Estates Management team in Paris. This role is responsible for ensuring the smooth day-to-day operation of the Paris office, overseeing office administration, facilities management, health and safety compliance, vendor relationships, employee support, event coordination, and budget monitoring. As the key point of contact for employees, visitors, landlords, service providers, and internal stakeholders, the Office Manager will help maintain a professional, efficient, and welcoming workplace environment. The successful candidate will also work closely with outsourced partners and collaborate with ICG's international Office Manager network to ensure a consistent and high-quality workplace experience across our global offices. ICG is a leading global alternative asset manager with over US$100 billion of assets under management. Our entrepreneurial culture, international reach, and commitment to sustainable value creation provide an exciting and collaborative environment in which to build a rewarding career.

Key Responsibilities

Office Operations & Administration

• Manage the daily operations of the Paris office to ensure a productive and efficient work environment.
• Cover the reception desk as required.
• Manage the office switchboard.
• Maintain office procedures, policies, and administrative systems.
• Oversee office supplies, equipment, and inventory management.
• Coordinate mail, courier services, and document management.
• Ensure meeting rooms and shared spaces are maintained to a high standard.

Facilities Management

• Act as the primary contact for landlords, building management, and external vendors.
• Coordinate office maintenance, repairs, cleaning, and security services.
• Monitor workplace standards and ensure a safe, compliant, and comfortable environment.
• Manage office moves, refurbishments, and workspace planning projects.
• Work closely with the Global Real Estate Team based in London.
• Ensure Jira Facilities tickets are actioned in a timely manner.

Health, Safety & Compliance

• Ensure compliance with French workplace regulations and company policies.
• Coordinate health and safety audits, risk assessments, and emergency procedures.
• Manage first aid, fire safety, and evacuation processes.
• Maintain accurate records of compliance-related documentation.

Employee Support & Workplace Experience

• Welcome new employees and support onboarding activities.
• Serve as the first point of contact for workplace-related inquiries.
• Coordinate employee engagement, workplace adjustments, and wellbeing initiatives.
• Foster a positive and inclusive office culture.
• Work closely with HR and IT departments.

Financial & Vendor Management

• Manage office budgets and monitor operational expenses.
• Process invoices, purchase orders, and expense reports.
• Negotiate contracts when required and manage relationships with suppliers and service providers.
• Identify cost‑saving opportunities while maintaining service quality.
• Work closely with the Accounts and Procurement teams.

Travel & Events Coordination

• Arrange business travel, accommodation, and logistics as required.
• Coordinate internal meetings, client visits, and corporate events.
• Support regional leadership meetings and company-wide initiatives.

Stakeholder Management

• Build effective relationships with internal teams across Europe.
• Liaise with HR, IT, Finance, and Facilities teams to support business operations.
• Represent the Paris office in regional workplace initiatives.

Please note: The duties and responsibilities listed above are not exhaustive. As business needs evolve, additional tasks and projects may be assigned by management to support the effective operation of the Paris office and the wider organisation.

Skills & Experience

Essential

• Proven experience as an Office Manager, Facilities Coordinator, Workplace Manager, or similar role.
• Knowledge of French employment regulations, workplace health and safety (H&S), and compliance requirements.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Experience managing vendors, contracts, and office budgets.
• Strong proficiency in Microsoft Office 365 applications.