We are seeking an experienced, highly organised and proactive Facilities Manager to oversee the day-to-day facilities and workplace operations of our Paris office.
The Facilities Manager will be responsible for ensuring that the office environment is safe, efficient, well-maintained and aligned with the high standards expected of an international professional services organisation. The role involves close collaboration with partners, lawyers, business services teams, employees, landlords, building management and external suppliers.
The successful candidate will combine strong operational and organisational skills with a hands-on approach, excellent communication abilities and a high level of discretion.
Key Responsibilities
- Take overall responsibility for the day-to-day facilities management and smooth operation of the Paris office.
- Ensure the office environment is maintained to a consistently high professional standard.
- Manage relationships with the landlord, building management, property agents, contractors and external service providers.
- Coordinate planned and reactive maintenance, repairs and building-related issues.
- Oversee office cleaning, security, catering, waste management, reception, mailroom and other workplace services.
- Manage office access, security passes, keys and visitor procedures.
- Monitor office space utilisation and support workplace planning and changes.
- Coordinate office moves, refurbishments, furniture installations and other workplace projects.
- Ensure the office complies with applicable French health, safety, fire safety and workplace requirements.
- Maintain appropriate records, policies and procedures relating to workplace safety and facilities.
- Coordinate fire safety inspections, evacuation procedures, drills and emergency preparedness.
- Liaise with relevant building management and external specialists regarding health and safety matters.
- Identify potential workplace risks and implement appropriate corrective measures.
- Ensure contractors and service providers comply with relevant safety requirements.
- Manage relationships with facilities suppliers and external contractors.
- Obtain quotations, negotiate pricing and monitor service levels.
- Oversee facilities-related contracts, renewals and service agreements.
- Monitor supplier performance against agreed service standards and resolve issues promptly.
- Ensure appropriate insurance, compliance documentation and certifications are maintained for relevant suppliers.
- Prepare and manage the annual facilities and workplace budget.
- Monitor expenditure and identify opportunities for cost savings and operational efficiencies.
- Review and approve invoices in accordance with internal procedures.
- Provide regular reporting on facilities expenditure, contracts and projects.
- Support procurement processes and ensure appropriate approval procedures are followed.
