Office & Operations Manager

Coates Group; Paris; On-site; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Annual bonus program

Thrive Program

Flexible work options

Wellbeing activities

Global Wellness paid day off

Give Back Day

Job summary

Coates Group is seeking a proactive Sales Operations and Administrative Manager to streamline O2C processes, manage office operations, and support international stakeholders.

You will coordinate finance operations, maintain customer data, support onboarding, and drive efficiency across our Europe growth. Fluency in French and English, plus strong MS Office, CRM and ERP experience, are essential.

Qualifications

• Experience in sales administration and finance operations in multi-tasking, multi-functional, and global environments.
• Excellent oral and written communication skills, in French and in English.
• Ability to engage with various internal and external stakeholders with strong relationship management skills.
• Strong knowledge of Microsoft Office Suite, familiarity with modern technology management processes and business tools, CRM and ERP systems.

Responsibilities

• Support in O2C process execution, in partnership with AM/PM and GSS (sales orders, quotations, invoices)
• Distribute quotations and invoices to customers via requested platform (direct email / upload via platform)
• Manage PO not managed by SC (e.g. services)
• Maintain, monitor and alert on costs and selling price application
• Drive cash collection based on weekly AR tracker provided by finance team through emails and phone calls to chase age debt
• Support in AR reconciliation and linked balances, interacting with the customer in case of uneven balance (need for credit note, correction on existing invoices etc…)
• Work with AM/PM on cash collection escalation when necessary
• Maintain customer database, including new customer creation and continuous accounting point of contacts update
• Drive any ad hoc project linked to sales administration (direct debit implementation for instance)
• Ensure smooth and efficient office operations, including facilities maintenance, travel arrangement for the crew, courier management, and vendor liaison.
• Support employee onboarding and personnel administration, including the accurate filing of corporate and legal documentation.
• Manage Local IT equipment inventory
• Provide administrative support across the business unit, work with P&C Business Partner for International Markets on implementation of P&C initiatives and continuously improve admin processes and efficiencies.
• Event management for both offices, twice per year (mid-year and end-of-year)
• Key contact for Communication team

Skills

Sales admin

Bilingual FR/EN

Stakeholder management

MS Office / CRM / ERP

Tools

CRM

ERP systems

Microsoft Office Suite

Job description

Be Part of Our Next Chapter

For almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started!

We’re a global technology company focused on creating dynamic, smart, personalised and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have nine offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.

Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose – Creating Connections. Empowering Partnerships. Always Evolving. Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.

Ensure smooth and efficient operations to support Coates Europe’s growth strategy by streamlining practices, managing operational and financial processes, and enhancing productivity.

This role is crucial for driving operational efficiency, expanding market reach, improving customer satisfaction, and achieving financial targets through optimized workflows and effective team coordination.

Key responsibilities for the role

Sales Operations Management

• Support in O2C process execution, in partnership with AM/PM and GSS (sales orders, quotations, invoices)
• Distribute quotations and invoices to customers via requested platform (direct email / upload via platform)
• Manage PO not managed by SC (e.g. services)
• Maintain, monitor and alert on costs and selling price application
• Drive cash collection based on weekly AR tracker provided by finance team through emails and phone calls to chase age debt
• Support in AR reconciliation and linked balances, interacting with the customer in case of uneven balance (need for credit note, correction on existing invoices etc…)
• Work with AM/PM on cash collection escalation when necessary
• Maintain customer database, including new customer creation and continuous accounting point of contacts update
• Drive any ad hoc project linked to sales administration (direct debit implementation for instance)

Office & Administrative Management

• Ensure smooth and efficient office operations, including facilities maintenance, travel arrangement for the crew, courier management, and vendor liaison.
• Support employee onboarding and personnel administration, including the accurate filing of corporate and legal documentation.
• Manage Local IT equipment inventory
• Provide administrative support across the business unit, work with P&C Business Partner for International Markets on implementation of P&C initiatives and continuously improve admin processes and efficiencies.
• Event management for both offices, twice per year (mid-year and end-of-year)
• Key contact for Communication team

Qualifications and experience

• Experience in sales administration and finance operations in multi-tasking, multi-functional, and global environments.
• Excellent oral and written communication skills, in French and in English.
• Ability to engage with various internal and external stakeholders with strong relationship management skills.
• Strong knowledge of Microsoft Office Suite, familiarity with modern technology management processes and business tools, CRM and ERP systems.

About Coates

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are led by a forward-thinking CEO who has demonstrated a true passion for people and making Coates a place where people genuinely enjoy working. Our growth plans enable a focus on providing rapid career advancement opportunities for our talent.

Together, we are creators, allowing us to make our purpose a reality – to create immersive brand experiences for everyone.

Join a Crew that Cares

Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives).

• annual market competitive bonus program
• Thrive Program
• suite of flexible work options because we’re strong believers that you should never miss an important life or work moment
• dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions)
• Global Wellness paid day off to recharge
• “Give Back Day” to allow our Crew an opportunity to make an impact in the community

Be inspired To Be More

We skip the red tape and aim to always stay nimble. We’re proud of where we’ve been and are energized by where we’re going. We encourage ideas and perspectives because we know the more we have, the better we are. We work hard but have fun along the way. We push the boundaries but keep it real and authentic. We believe in the values that got us here are the ones that will continue to lead us forward. We are excited by what we’ve accomplished, but know the best is yet to come.

Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted or mandated by law).