Office Manager

WelcomeTrack; Paris; Hybrid; EUR 42,000 - 56,000; Full time

Job summary

WelcomeTrack seeks an Office Manager to own day-to-day operations at Maison W in Paris. You will collaborate with the People team, front desk, and external providers to create a welcoming, well-run workplace for employees and tenants.

You’ll coordinate moves, events, safety procedures, and supplier relations, while supporting managers and residents. A growth-minded role with hands-on support and cross-team exposure.

Qualifications

• 1–3 years in office management, facilities, events, or related roles.
• Strong service mindset with focus on employees and tenants.
• Excellent written and spoken communication in French and English.
• Autonomous, proactive, and able to manage multiple topics.

Responsibilities

• Be the main point of contact for day-to-day office operations.
• Coordinate suppliers, service providers, and facilities tickets; manage SLAs.
• Support Maison W operations for sub-tenants and residents in Paris.
• Organise internal events and onboarding logistics within budget.
• Conduct health & safety checks and ensure procedures are followed.
• Maintain documentation, SOPs, and supplier records.

Skills

1–3 years experience

Service mindset

Interpersonal skills

French & English

Autonomous & proactive

Tools

Notion

Google Workspace

Ticketing systems

Job description

At Welcome to the Jungle, the workplace is a core part of how we live our values. Our Paris headquarters, Maison W, is a 3,000 sqm building. It hosts around 70 WTTJ employees on an average day, plus 214 desks shared with sub-tenant companies.

As Office Manager, you are the day-to-day owner of how the office runs. The Workplace team sits within the People team and helps ensure that employees and residents have a smooth, welcoming experience. You will work under Larissa, Senior Workplace Operations Manager, who is responsible for the department’s overall workplace strategy, budget management, landlord relationships and compliance. You will be the person ensuring that things are followed through on the ground.

You will work in close collaboration with the front-desk team and the external providers on site. You will also work across the other departments of the company that contribute to workplace topics.

This is a role where you will grow. You’ll learn a complex, multi-tenant building and a varied scope, with hands‑on support from your manager.

Responsibilities

Day-to-day office operations

• Be the main point of contact for the smooth daily running of the office.
• Handle incoming requests and facilities tickets in our ticketing system. Prioritise them, follow them up, and escalade when needed.
• Run regular walkthroughs of the building. Spot issues and report recurring problems.
• Coordinate suppliers and service providers day to day. This covers cleaning, maintenance, catering, supplies and technical interventions. Plan the interventions, check the quality of delivery, and follow service levels (SLAs).
• Manage purchases and invoices in accordance with workplace needs.
• Coordinate all on-site interventions: small repairs, furniture moves, and room setups for meeting room bookings and events. These can be requested by WTTJ employees or by Maison W sub-tenants.
• Support the front desk on mail, deliveries, visitors and key card access needs.

Maison W and sub-tenants (Paris)

• Be the owner of how operations run smoothly in Maison W.
• Handle sub-tenants’ day-to-day requests.
• Monitor incidents. Keep sub-tenants clearly and proactively informed about building requirements and day-to-day life in the building.
• Coordinate move‑ins, move‑outs and any building works.
• Support resident events with logistics and on‑site setup
• Escalate any requests that go beyond the agreed scope.

Employee experience and events

• Contribute to a great daily experience for employees: welcoming spaces, new joiners’ first days, practical comfort.
• Organise and coordinate the logistics of internal events. Examples are team days, onboarding sessions and internal rituals. Set up and restore the spaces, within the budget.
• Support any global event with logistics and on‑site setup, if needed.
• Send reminders and proactive updates to employees about events and office life.
• Gather employee feedback on the workplace and suggest concrete improvements.
• Contribute to People initiatives around engagement, belonging and inclusion.

Health & Safety and procedures

• Carry out routine safety checks. Keep the registers up to date and follow corrective actions with providers.
• Report incidents quickly and follow them until they are resolved.
• Apply and share health, safety and security procedures.

Documentation, processes and tools

• Keep documentation, procedures (SOPs) and supplier information up to date and well organised.
• Maintain the data and prepare the operational reporting. Examples are tickets, attendance patterns and event activity.
• Use our tools and AI and automation initiatives day to day. Share what works and what’s missing, to help us improve our processes.

We’re looking for someone who is organised, curious and eager to learn. Energetic, resourceful and service-oriented, you know how to take initiative, navigate unexpected situations and create a welcoming experience for everyone around you. If you recognise yourself in the description below, this role could be a great fit for you:You have 1 to 3 years of experience in office management, facilities, workplace, events, executive or administrative support, or hospitality. Work-study experience in a similar role also counts.You are rigorous and reliable, able to manage multiple topics at once, follow through to completion, and remain efficient when dealing with urgent requests or unexpected situations.You have a strong service mindset and are warm, responsive and dependable with colleagues, suppliers and tenantsYou are autonomous and proactive, able to handle routine topics independently and elevate when neededYou have excellent interpersonal skills and you are comfortable working with a manager and a diverse group of employees, suppliers and tenants. You are adaptable and you know how to be approachable, diplomatic and welcomingYou have excellent written and spoken communication skills in French and EnglishYou have an interest in AI and automationYou are comfortable using ticketing systems, Notion and Google WorkspaceNice to haveExperience in a coworking space, a multi-tenant building or a scale-up.A first experience with supplier coordination or event logistics.