Office Manager FR/ENG

Reception, Greeting & Meetings:

• Manage incoming phone calls and direct inquiries to the appropriate individuals.
• Responsible for the processing of daily incoming and outgoing correspondence, including DHL & FedEx shipments.
• Maintain a neat and professional presentation of the reception area at all times.
• Welcome visitors upon their arrival and manage accesses.
• Coordinate the reservation and setup of conference rooms for meetings, ensuring all audiovisual equipment is fully operational.
• Provide logistical support during meetings (refreshments, catering, etc...)

Administration & Supplies:

• Order and manage office supplies, beverages, and snacks.
• Monitor standard office equipment and supplies, such as printers, ink, toner, paper, etc. Report any malfunctions to the relevant person or department.
• Identify issues requiring immediate attention and communicate any changes in operations to the operational managers.
• Handle various reservations (restaurants, transportations, etc...)
• Coordinate various outings (bank, notary, etc...)
• Keep calendars updated, coordinate appointments, prioritize meeting requests, and manage logistics.
• Responsible for petty cash management.
• Manage expenses
• Responsible for the company vehicle (maintenance, services, tires, etc.).
• Perform various support tasks.

Assistance to the Event & Travel Manager:

• Collaborate with the Travel & Event Manager to organize corporate events, such as meals and outings.
• Assist in planning and coordinating travels, including booking accommodations and transportation.
• Help manage and enrich a database of contacts in the event industry, suppliers, and event venues.