Office Manager

Intermediate Capital Group; Paris; Sur place; EUR 42 000 - 60 000; Plein temps

Résumé du poste

Intermediate Capital Group seeks an experienced Office Manager to join our Estates Management team in Paris. This role ensures the smooth day-to-day operation of the Paris office, overseeing administration, facilities, health and safety compliance, vendor relationships, and budget monitoring.

You will be the key point of contact for employees, visitors, landlords, and internal stakeholders, contributing to a professional, efficient workplace.

Qualifications

• Proven experience as an Office Manager, Facilities Coordinator, or similar role.
• Fluent in French and English, both written and spoken.
• Strong organisational and multitasking skills.
• Experience managing vendors, contracts, and office budgets.

Responsabilités

• 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.

Connaissances

Office management

Vendor management

Budget management

Multitasking

Communication skills

Bilingual French/English

MS Office 365

Outils

MS Office 365

Description du poste

Job Title: Office Manager Location: Paris, France Reports To: Head of Service Delivery Position Type: Permanent, Full Time

What the Hiring Manager says….

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.

Summary of our opportunity

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.

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.
• Ability to work independently and manage competing priorities.
• Fluent in French and English, both written and spoken.
• Proactive, flexible, and collaborative team player with a can-do attitude.

Desirable

• Experience managing facilities within a multinational organisation.
• Project management experience.
• NEBOSH, IOSH, or another relevant health and safety qualification.
• First aid qualification.
• Exposure to, or knowledge of, contract and lease management.
• Knowledge of toolsets underpinning service management, employee feedback, and analytics.

Key Competencies

• Leadership and accountability.
• Customer service orientation.
• Attention to detail.
• Problem-solving and decision-making.
• Financial awareness.
• Stakeholder management.
• Adaptability and resilience.
• Strong planning and organisational skills.
• Proactive, flexible, and collaborative team player.

Our Global Benefits Framework is centred around these 3 key attributes:

• Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.
• Inclusivity - Fit for purpose and competitive, no matter who or where you are.
• Longevity - Long Term and sustainable in design.

Inclusion is one of ICG's key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG's performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve.

Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.

We are equally committed to delivering an inclusive and accessible candidate experience.

If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.

Our Purpose

Creating value by providing capital to help businesses develop and grow through private and public markets

Our Vision

Global leadership in alternative asset management, focusing on a core set of outstanding products and creating value for shareholders, clients and employees

Our Culture

Our culture centres around long-term relationships with a wide range of stakeholders; sustainable investment excellence; and a world class team demonstrating integrity, diversity and collaboration