• Office Coordinator

    Location 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 principally HR related. 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.

     

    Human Resources Responsibilities:

    • Assist and Participate in the organization and the holding of Induction of new employees to the company with regard to local office facilities and procedures
    • Process all new starter and leaver data in accordance with relevant policies and procedures, liaising with other departments are necessary to coordinate equipment required as well as the return of company equipment upon the end of employment.
    • Keep our database and HRIS updated with all information related to employee changes and assist managers with change forms process to ensure correct data and timely approval
    • Assist with the renewal of company benefits for staff under the direction of the HR Director, Europe and/or HR Manager, France and work with benefits providers to resolve employees questions
    • Update and maintain the French HR Intranet site (SharePoint).
    • Provide flexible coverage to other administrative staff within the region including reception during periods of absence, as required in addition to ad hoc tasks.

     

    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.

    Qualifications

    Excellent English and French language skills are essential.

     

    • At least 5 years’ experience as an Office Coordinator with HR activities 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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