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Manager, Office Administration and Operations Job Opening In Paris – Now Hiring Analysis Group


Job description

Overview

Make an impact at Analysis Group (AG), where we provide our clients with thoughtful, pragmatic solutions to their most challenging business and litigation problems.

AG is one of the largest private economics consulting firms, with more than 1,200 professionals across 14 offices in North America, Europe, and Asia.

Since 1981, we have provided expertise in economics, finance, health care analytics, and strategy to top law firms, Fortune Global 500 companies, and government agencies worldwide.

Our internal experts, together with our network of affiliated experts from academia, industry, and government, offer our clients exceptional breadth and depth of expertise.

The Manager, Office Administration and Operations is responsible for overseeing the local office administrative and operations functions of the Paris office.

The Manager must exercise good judgement, build trust with senior leadership, embrace change, drive results, and execute with a commitment to high quality.

The Manager plays a key role in helping to promote and maintain AG’s culture.


The Manager must be a proactive leader who can anticipate the needs of executive leadership, balance the local vision/needs along with the broader departmental needs, and develop systems and procedures that wholly support the consulting and administrative teams.

Essential Job Functions and Responsibilities:

Office Administration:

  • Management - Oversee the office administrative staff as well as any 3rd party vendors that provide services to the office, which currently includes an Executive Assistant, two porters and two housekeeping staff.

    Coordinate temporary consulting and administrative staff when needed.

    Work across firmwide administrative departments, effectively and proactively coordinating multiple projects/initiatives related to the operation of the office.
  • Meeting Management/Office Events – Responsible for the organization of large and small office parties/events (on-site and off-site).

    Work with and/or facilitate office event planning committees.

    Support the Corporate Events Team as needed.
  • Marketing & Business Development – Maintain marketing collateral inventory; manage and/or support the logistical component of off-site marketing events in close coordination with members of Marketing & Business Development team and the firms' Events team.

    Make sure Executive assistant maintains and updates Sr. Staff contacts in Outlook and in InterAction database.

    Oversee and coordinate with EA and marketing on holiday card and gift process for office senior staff.
  • Corporate Travel - Work with the AG Corporate Travel Team to ensure that local travel coordinators are trained and informed regarding travel policies and procedures.
  • Office Operations:

  • Building Management - Manage all building maintenance/repair needs and serve as the primary point of contact for building subtenant.

    Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained.

    Ensure all reactive maintenance is completed as per the agreed timeframes.

    Develop and update standard operating procedures for all operational areas.

    Maintain accurate records for all operational areas.
  • Facilities Vendors – Manage facilities service staff members.

    Oversee the staffing of the concierge desk, visitor management/access, incoming and outgoing courier/ parcels / packages, stocking of the various pantries, client ready meeting rooms, employee workstation setups, etc.

    Coordinate HVAC, security systems, and other vendors as needed.

    Ensure professional standards of service and preventive maintenance.
  • Facilities Management –Routinely interface with members of the firm's Facilities and Operations team on issues related to real estate, space planning, office procedures, asset management, office infrastructure, construction projects/space upgrades and purchasing agreements.

    Coordinate logistics for all employee office moves.

    Work with local vendors and property management to ensure that repairs/projects are completed satisfactorily.

    Understand all aspects of the physical space and how facilities equipment functions (security equipment, pantry equipment, lighting equipment, IT, audiovisual equipment, etc.) and ensure high quality facilities management support services.

    Manage day-to-day maintenance, service calls, and troubleshooting.
  • Emergency Response – Review existing procedures/practices and recommend/develop cohesive, ongoing program that responds to facilities emergencies as well and as other building events such as scheduled electrical or water shutdowns.

    Take charge of facilities related emergencies as needed and ensure responsible back-up is available to take corrective action as necessary.
  • Procurement & Vendor Management - Oversee local procurement and manage vendor relations.

    Interface as appropriate with the Senior Manager, Operations on all vendor contracts and local services.
  • Other:

  • Health and Safety / Security Management - Conduct regular audits to ensure safety procedures on site are in place and working.

    Manage all health and safety workplace issues.

    Manage access control and building security measures.

    Manage badge access for onboarding and offboarding employees and tenants.
  • Travel Requirements:

  • Travel to one or more AG offices may be required.
  • Qualifications:

  • Oral and written fluency in French and English required.
  • BAC + 3 (or equivalent) required.

    Preference for significant relevant office management and supervisory experience, preferably in professional business environment.
  • Proficiency in Microsoft Office applications and Outlook.
  • Ability to define and communicate clear business objectives and desired outcomes and to effectively translate and implement the vision of the local executive leadership while working within Analysis Groups guidelines.

    Manage highly confidential information and exercise discretion, professionalism, and diplomacy in all interactions.
  • Ability to anticipate and proactively resolve issues, be an effective multitasker, and remain flexible to a dynamic schedule.

    Ability to analyze/interpret difficult situations and provide recommendations for resolution.
  • Flexible and able to manage effectively in a highly collaborative, complex, non-bureaucratic environment.

    Excellent organizational and team management skills as well as strong communications skills, both written and verbal.
  • Superior customer service skills with an eye for detail and a high level of accuracy.
  • Prior experience in facilities or office services or related field.
  • Knowledge of local health and safety requirements as well as vendor management experience.
  • Understanding of basic technical aspects of commercial office spaces (air-conditioning, fire protection system…).
  • Présentation du Cabinet :

    Analysis Group est l’un des plus grands cabinets de conseil en économie, avec plus de 1,200 professionnels répartis dans 14 bureaux en Amérique du Nord, en Europe et en Asie.

    Depuis 1981, nous apportons notre expertise dans les domaines de l’économie, de la finance, de la santé et de la stratégie à des cabinets d’avocats prestigieux, à des entreprises du classement Fortune Global 500 ainsi qu’à des organismes gouvernementaux du monde entier.

    Nos experts internes et notre réseau d’experts affiliés issus du monde académique, d’autres institutions et de l’industrie permettent d’offrir à nos clients des prestations de haute qualité.

    L’Office Manager est chargé de superviser les fonctions administratives et opérationnelles du bureau de Paris.

    Il/Elle doit faire preuve de discernement, être capable établir une relation de confiance avec la direction, être le moteur du changement, obtenir des résultats et exécuter les tâches tout en garantissant un service de qualité.

    Il/Elle joue un rôle clé dans la diffusion et le maintien de la culture d'entreprise d'AG.


    Il/Elle doit être un leader proactif capable d'anticiper les besoins de la direction générale, de trouver le bon équilibre entre les besoins du bureau de Paris et celles du Groupe.

    Il/Elle aura la charge de développer des systèmes et des procédures en soutient à l’ensemble du personnel de Paris.


    Fonctions et responsabilités essentielles :

    Administration du bureau :

  • Gestion - Superviser le personnel administratif.

    Coordonner le personnel intérimaire en cas de besoin ainsi que le personnel sous-traitant : deux réceptionnistes et deux agents d'entretien.

    Travailler en équipe afin de traiter de manière efficace et proactive les multiples projets/initiatives liés au fonctionnement du bureau.
  • Gestion des réunions/événements du bureau – Responsable de l'organisation des différents événements du bureau (sur place et à l'extérieur) en collaboration avec le département Marketing en cas de besoin.
  • Marketing et développement des affaires – Responsable du stock de feuillets marketing ; participer à l’organisation logistique des événements clients en étroite coordination avec les membres de l'équipe de marketing.

    S’assurer que l’Assistante administrative met à jour les contacts du personnel dirigeant dans outlook et dans la base de données InterAction.

    Superviser et coordonner avec l’assistante de direction et le service marketing le processus d'envoi des cartes de vœux et des cadeaux aux clients.
  • Voyages d'affaires - Travailler avec l'équipe responsable des voyages d'affaires au sein du groupe AG pour s'assurer que le personnel à Paris en charge des voyages est formé et informé des politiques et procédures en matière de voyages.
  • Opérations de bureau :

  • Gestion du bâtiment - Gérer tous les besoins en matière d'entretien et de réparation du bâtiment et servir de point de contact principal pour les sous-locataires.

    Effectuer des inspections et des évaluations sur site pour s'assurer que tout fonctionne correctement au sein de l’immeuble.

    Veiller à ce que les prestaires effectuent les interventions dans les délais convenus.

    Élaborer et mettre à jour des procédures opérationnelles standard pour tous les domaines opérationnels.

    Tenir des registres précis pour tous les domaines opérationnels.
  • Prestataires de services – Gestion et supervision des prestataires de services (externalisation de l’accueil, société de ménage, société maintenance multi-technique, courant fort et faible, extincteurs, informatique, restauration, maintenance du matériel de reprographie…)
  • Gestion des installations - Assurer une interface régulière avec les membres de l'équipe chargée des installations et des opérations au sein du groupe AG sur les questions liées à l'immobilier, à l'aménagement de l'espace, aux procédures bureautiques, à la gestion des actifs, à l'infrastructure bureautique, aux projets de construction/améliorations de l'espace et aux contrats.

    Coordonner logistiquement les déménagements de bureaux.

    Travailler en collaboration avec prestataires et le gestionnaire de l’immeuble afin que les réparations/projets soient menés à terme de manière satisfaisante.

    Comprendre le fonctionnement des équipements des installations (équipements de sécurité, équipements d'éclairage, équipements informatiques, équipements audiovisuels, etc.

    Être le point de contact pour la gestion générale de l’immeuble (l'entretien, les appels de service de dépannage.)
  • Intervention en cas d'urgence - Examiner les procédures/pratiques existantes et recommander/développer un programme cohérent et permanent permettant de répondre aux urgences liées aux installations ainsi qu'à d'autres événements liés aux bâtiments tels que les coupures d'électricité ou d'eau programmées.

    Prendre en charge les urgences liées aux installations, le cas échéant, et veiller à ce qu'un remplaçant responsable soit disponible pour prendre les mesures correctives qui s'imposent.
  • Gestion des achats et des fournisseurs – Gestion des achats et des relations avec les fournisseurs.

    Assurer, le cas échéant, l'interface avec son responsable pour tous les contrats avec les fournisseurs et les services locaux.
  • Autres :

  • Gestion de la santé et de la sécurité - Effectuer des audits réguliers pour s'assurer que les procédures de sécurité sur site sont en place et fonctionnelles.

    Gérer toutes les questions de santé et de sécurité sur le lieu de travail.

    Gérer le contrôle d'accès et badges ainsi que les mesures de sécurité des bâtiments.
  • Exigences en matière de déplacements :

  • Des déplacements vers un ou plusieurs bureaux de l'AG peuvent être nécessaires.
  • Qualifications :

  • Maîtrise orale et écrite du français et de l'anglais requise.
  • BAC + 3 (ou équivalent) requis.

    Préférence pour une expérience significative en matière de gestion de bureau et de supervision, de préférence dans le secteur de services.
  • Maîtrise des applications Microsoft Office et d'Outlook.
  • Aptitude à définir et à communiquer des objectifs et résultats clairs, et à traduire et à mettre en œuvre efficacement la vision du personnel dirigeant tout en travaillant dans le respect des lignes directrices du Groupe.

    Gérer des informations hautement confidentielles et faire preuve de discrétion, de professionnalisme et de diplomatie dans toutes les interactions.
  • Capacité à anticiper et à résoudre les problèmes de manière proactive, multitâches avec une grande capacité d’adaptation dans une ambiance très dynamique.
  • Souple et efficace au sein d’un environnement complexe, non bureaucratique et caractérisé par le travail en équipe.

    Excellentes compétences en matière d'organisation et de gestion d'équipe, ainsi que de solides compétences en matière de communication, tant à l’écrit comme à l’orale.
  • Excellentes compétences en matière de service à la clientèle, avec un souci du détail et un haut niveau de précision.
  • Expérience préalable dans le domaine de la gestion d’immeubles ou du bureau ou dans un domaine connexe.
  • Connaissance des exigences locales en matière de santé et de sécurité et expérience dans la gestion des fournisseurs.
  • Compréhension des aspects techniques de base dans la gestion d’un immeuble (climatisation, système de protection contre l'incendie…).
  • Required Skill Profession

    Supervisors Of Food Preparation And Serving Workers


    • Job Details

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    The Work Culture

    An organization's rules and standards set how people should be treated in the office and how different situations should be handled. The work culture at Analysis Group adheres to the cultural norms as outlined by Expertini.

    The fundamental ethical values are:

    1. Independence

    2. Loyalty

    3. Impartiapty

    4. Integrity

    5. Accountabipty

    6. Respect for human rights

    7. Obeying France laws and regulations

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    Analysis Group interview tips for Manager, Office Administration and Operations

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