Office Coordinator - Facilities

FR-Courbevoie

Overview

InterSystems France subsidiary seeks an experienced and motivated Office Coordinator to primarily focus on providing high quality Facilities Management services and support for our 4 French offices which are located in Courbevoie, Montpellier, Bayonne and Nantes. There will be a secondary focus for the Office Coordinator which encompasses Human Resources and other general Administrative tasks. The role, a key part of an evolving French subsidiary, will be challenging, diverse and rewarding.

 

Job Summary:

To provide first class Facilities support to the internal and external customers of InterSystems. The Office Coordinator will also assist in other areas . This role reports to the HR Manager – France. 

Responsibilities

Facilities Responsibilities:

  • Coordinate building work and assist employees with internal moves.
  • Build and maintain good working relationships with external contractors and vendors of equipment and supplies.
  • Negotiate and review maintenance and utilities contracts for the French offices and keep accurate and up to date records of maintenance work carried out.
  • Administration of Company mobile phones and cars, including renewals, replacement, maintenance, road tax information etc.
  • Ensure security standards are maintained and adhered to by employees.
  • Review on-site storage annually and monitor costs.
  • Preparation of high level and complex reports and presentations.
  • Assist the Director with the development and management of the departmental budget.
  • Remain current on EU Health and Safety regulations as well as local ones concerning facilities and safety and accordingly adjust our policies. Ensure with HR Manager and external consultant when relevant that H&S requirements are met and all documentation in place and up to date. Monitor contractors working on site and employees and ensure they follow all Health and Safety correct practices. Provide all trainings (such fire wardens and first aiders) required by the local H&S regulations.
  • Ad hoc project work (which could involve off-site/overseas travel) as required.
  • Ensure risk assessments are completed on an ongoing basis with relevant changes made.
  • Building, workstations, evacuation procedures, alarms, fire appliances.
  • Record and report all accidents.
  • Obtain work permits from contractors for dangerous work.
  • Ensure correct notices are displayed in all offices.
  • Organize mandatory medical check-ups.

 

Data Protection:

 

  • Work with the in–house counsel to ensure that all data protection requirements are met and that all the documentation is in place and up to date.

 

The list of duties outlined in this job specification are not exhaustive and you may be required to undertake other tasks commensurate with the role in order to meet the needs of the business or to provide administrative assistance to other departments as and when required to do so.

 

Priorities, timescales and standards will be set and agreed with the HR Manager, Europe at all times, recognising the level of competence of the job-holder.

 

 

Qualifications

 Excellent English and French language skills are essential.

 

  • At least 5 years’ experience as an Office Coordinator in a fast-paced, company start-up, sales environment for an office based in France.
  • Excellent written (grammatical – proof reading) and spoken communication skills in French
  • Ability to provide professional reports with good presentation skills.
  • Strong organizational, interpersonal skills. Excellent attention to detail.
  • Organized and enthusiastic are the key words, autonomy and adaptability are critical.
  • Ability to work effectively in a “team” environment.
  • Ability to work flexibly and to multi-task.
  • Experience in dealing with customers.
  • Advanced Microsoft Office – Word, Excel, PowerPoint, and Outlook.
  • Travel is required on a regular basis
  • Education – University degree or equivalent.  Qualifications in Human Resources highly desirable.

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