Regional Workplace Manager

• Manage the day-to-day office operations, ensuring our offices are maintained to a high standard, and spot necessary adjustments, fixes, repairs, and improvements.
• Coordinate with external contractors and vendors to address maintenance needs promptly and efficiently.
• Optimise the office layout and help the management team find the right solutions.
• Manage the onboarding/offboarding process (desk, access badge, etc)
• Foster effective communication with employees, addressing office inquiries and concerns in a timely and professional manner.
• Manage our facility management providers and services, including relationships with our building manager, management of the services that are contractually required to provide (cleaning, maintenance, printers, availability of common equipment, security aspects etc.)
• Ensure that office policies regarding the safety and security of the offices are respected (registering visitors, locking office doors etc.)
• Keep a clean inventory: manage snacks, office supplies, goodies, etc and place orders when necessary.
• Manage suppliers, invoices and payments, and ensure our financial records are accurate and up to date, following the annual budget.
• Understand different markets and propose efficient solutions for our offices in terms of location strategy.
• Source contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal and security, creating a network that ensures every need is met.

• Ensure all facilities and technical services adhere to safety standards and regulations.
• Conduct regular inspections, maintain safety protocols, and organize safety training for staff and visitors.
• Update regularly the Compliance and H&S pages relating to your region.
• Monitor and ensure all H&S audits are carried out and assess outcomes as well as risk assessments.

• Carry out where appropriate and support risk assessments for all tasks and areas and ensure that all hazards and risks are highlighted and eliminated or reduced to as low as possible.
• Maintain an up-to-date knowledge of relevant legislation and guidance documents for all office in remit ensuring statutory compliance.
• Develop and update emergency response plan, business continuity plan, health and safety plan and management plan, ensure all amendments are tracked and controlled.
• Ensuring that documentation is up to date, new requirements and legislation are included accordingly. Contribute to internal audits and to the continuous improvement.
• Support establishing site specific policies, procedures, systems, and ways of operating that ensure compliance with all legislative and Company requirements.
• Lead investigation processes for all accidents and keep records. Ensure that reporting processes and deadlines are met. Develop corrective action plans with relevant managers and teams where necessary.

• Evaluate and suggest the right events that fits our team members and internal culture.
• Coordinate events, managing any issues on the day, dealing with the providers, observing budget, coordinating participants and overseeing the post event reviews and attendees feedback.

• Have 3+ years of experience in a similar Office Management role.
• You are dynamic, with a "can-do will-do" attitude, you like operational jobs where expectations are as much in the administrative tasks as in the field.
• Excellent communicator both verbally and in writing, with fluency in both French and English.
• Knowledge in Health&Safety regulations.
• Have working knowledge of Google Suite and other office management software.
• Are well organised, detail oriented, proactive and quality focused.
• Excel in a fast-pace, collaborative and friendly environment.

Ogury