As an Office Manager at Harmattan AI, you will ensure smooth administrative and office operations, supporting various departments in a fast-paced environment. You will oversee workplace management, including facilities, logistics, and soft services, while also handling internal events, travel arrangements, and strategic support for executives.

Responsibilities

Administrative Oversight: Oversee daily administrative operations, including managing office supplies and handling office correspondence.
Logistics and Mail Handling: Manage incoming and outgoing packages, postal services, and courier logistics.
Facilities Management: Ensure the office environment is constantly well-maintained and conducive to productivity. Oversee renovations, repairs, and building maintenance.
Soft Services Management: Supervise cleaning, catering, reception, and other non-technical services. Ensure high-quality food and snack offerings and monitor supply levels.
Workspace Planning & Optimisation: Proactively anticipate workspace needs and design seating and layout plans aligned with team growth. Ensure a seamless and welcoming office experience for new joiners from day one.
Process & Systems Management: Develop and maintain efficient processes to streamline office operations. Oversee workplace systems and equipment to ensure reliability, and coordinate timely upgrades when necessary.
Travel & Accommodation: Arrange domestic and international travel, including transportation and hotel bookings.
Documentation Management: Distribute and track internal/external documents requiring signature.
Event Planning: Support internal and external event coordination, from logistics to document preparation.
Strategic Support: Deliver high-impact operational support to C-level executives and key stakeholders as needed, enabling effective decision-making and execution.
Visitor Management: Greet and assist visitors or employees from other offices, ensuring a professional and welcoming environment.

Requirements

Educational Background: A strong academic record, ideally with a degree in Business Administration, Hospitality Management, Office Management, or a related field.
Complex Project Management: Ability to handle multiple projects and tasks simultaneously, ensuring deadlines are met and quality is maintained.
Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a "no-task-is-too-small" mentality. Willingness to work flexible schedules as needed.
Communication & Influence: Excellent written and verbal communication skills in both French and English, capable of interacting effectively with all levels of the organisation.
Technical Skills: Familiarity with workplace technology and finance tools and platforms to manage soft services