Office operations manager

Gallium Defense; Paris; Sur place; EUR 50 000 - 70 000; Plein temps

Résumé du poste

Gallium Defense is seeking an Office & Operations Manager to keep day-to-day operations running smoothly and build the foundations for growth. You will oversee facilities, purchasing execution, IT equipment, onboarding logistics, executive support, and budget tracking, coordinating across functions including with Export Control for site security.

Ideal candidates have 3–5+ years in a similar generalist ops role, strong autonomy, and experience negotiating with service providers.

Qualifications

• 3–5+ years in office management, operations, executive assistance, or similar generalist ops role.
• Autonomy to own multiple operational threads and work independently.
• Experience negotiating with service providers and suppliers (cleaning, IT, insurance, catering).
• Structured procurement discipline with invoicing and payments workflow.

Responsabilités

• Facilities & Site Management: manage office/workshop leases, services, improvements, insurance, and new premises; coordinate with Industrialization Engineer for assets.
• Purchasing & Order Execution: handle office supplies to production purchases, track orders, payments, and logistics.
• IT Equipment & Onboarding: provision IT devices and onboard new hires end-to-end.
• Executive & COMEX Support: manage calendars and travel logistics for leadership.
• Budget & Expense Tracking: monitor spend against budgets and flag discrepancies to COO.
• Site Security Coordination & Internal Events: liaise with Export Control Manager on security and plan internal events.

Connaissances

Autonomy

Rigor

Vendor management

Procurement

Executive support

Cross-functional comms

Discretion

French (Fluent)

English (Professional)

Description du poste

As Office & Operations Manager, your mission is to keep Gallium running smoothly day to day while building the operational foundations that support the company's growth. Reporting directly to the COO, you will bring together facilities management, purchasing execution, IT equipment and onboarding logistics, executive support, and budget tracking into one hands-on, generalist role — coordinating naturally across functions, including with our Export Control Manager on physical site security. This is a foundational position for someone who takes ownership of many operational threads at once and thrives on bringing structure and excellence to a fast-growing environment.

Key Responsibilities

Facilities & Site Management: Manage our office and workshop/industrial site leases and day-to-day facilities operations — coordinating service providers (cleaning, internet, utilities, safety), handling site improvements, managing property and equipment insurance, and scouting new premises as the company grows across office and industrial space. Team up with the Industrialization Engineer to support production equipment and asset tracking as needed.

Purchasing & Order Execution: Execute purchasing across the company — from office supplies and services to technical and production purchases — placing and tracking orders, managing receiving, processing payments, and maintaining logistics and inventory. Technical sourcing and supplier negotiation stay with the Industrialization Engineer and other budget owners; you keep the execution running smoothly.

IT Equipment & Onboarding: Provision and manage IT equipment (laptops, phones, access) for new hires and existing staff, and coordinate onboarding logistics end to end so new joiners are ready to work from day one.

Executive & COMEX Support: Manage calendars and coordinate travel logistics for the leadership team, keeping their time and movements organized and friction-free.

Budget & Expense Tracking: Keep expense tracking up to date against budget lines, reconcile invoices against purchase orders, and flag discrepancies to the COO.

Site Security Coordination & Internal Events: Act as the day-to-day operational point of contact with our Export Control Manager on physical site security and access management, and plan and run internal events, offsites, and team moments that keep the company connected as it grows.

Profile & Requirements

Experience: 3-5+ years in office management, operations, executive assistance, or a similar generalist ops role, ideally in a fast-growing startup or SME.

Autonomy & rigor: Comfortable owning multiple operational threads at once — facilities, procurement, executive logistics — and trusted to run them independently.

Vendor management: Experience negotiating and managing service providers and suppliers (cleaning, IT, insurance, catering, and similar).

Procurement discipline: Structured approach to purchasing, tracking, and inventory; comfortable with invoicing and payment workflows.

Executive support experience: Prior experience managing calendars and travel logistics for senior leadership.

Cross-functional communication: Comfortable coordinating with Export Control, Finance, and Engineering to keep operations running smoothly.

Discretion: Trustworthy with sensitive information — executive schedules, budget data, and site access.

• Languages: Fluent in French; professional English, given Gallium's international footprint.