Office Manager

At Welcome to the Jungle, the workplace is a core part of how we live our values. Our Paris headquarters, Maison W, is a 3,000 sqm building. It hosts around 70 WTTJ employees on an average day, plus 214 desks shared with sub-tenant companies.

As Office Manager, you are the day-to-day owner of how the office runs. The Workplace team sits within the People team and helps ensure that employees and residents have a smooth, welcoming experience. You will work under Larissa, Senior Workplace Operations Manager, who is responsible for the department’s overall workplace strategy, budget management, landlord relationships and compliance. You will be the person ensuring that things are followed through on the ground.

You will work in close collaboration with the front-desk team and the external providers on site. You will also work across the other departments of the company that contribute to workplace topics.

This is a role where you will grow. You’ll learn a complex, multi-tenant building and a varied scope, with hands-on support from your manager.

Responsibilities

Day-to-day office operations

• Be the main point of contact for the smooth daily running of the office.
• Handle incoming requests and facilities tickets in our ticketing system. Prioritise them, follow them up, and escalate when needed.
• Run regular walkthroughs of the building. Spot issues and report recurring problems.
• Coordinate suppliers and service providers day to day. This covers cleaning, maintenance, catering, supplies and technical interventions. Plan the interventions, check the quality of delivery, and follow service levels (SLAs).
• Manage purchases and invoices in accordance with workplace needs.
• Coordinate all on-site interventions: small repairs, furniture moves, and room setups for meeting room bookings and events. These can be requested by WTTJ employees or by Maison W sub-tenants.
• Support the front desk on mail, deliveries, visitors and key card access needs.

Maison W and sub-tenants (Paris)

• Be the owner of how operations run smoothly in Maison W.
• Handle sub-tenants’ day-to-day requests.
• Monitor incidents. Keep sub-tenants clearly and proactively informed about building requirements and day-to-day life in the building.
• Coordinate move-ins, move-outs and any building works.
• Support resident events with logistics and on-site setup
• Escalate any requests that go beyond the agreed scope.

Employee experience and events

• Contribute to a great daily experience for employees: welcoming spaces, new joiners’ first days, practical comfort.
• Organise and coordinate the logistics of internal events. Examples are team days, onboarding sessions and internal rituals. Set up and restore the spaces, within the budget.
• Support any global event with logistics and on-site setup, if needed.
• Send reminders and proactive updates to employees about events and office life.
• Gather employee feedback on the workplace and suggest concrete improvements.
• Contribute to People initiatives around engagement, belonging and inclusion.

Health & Safety and procedures

• Carry out routine safety checks. Keep the registers up to date and follow corrective actions with providers.
• Report incidents quickly and follow them until they are resolved.
• Apply and share health, safety and security procedures.

Documentation, processes and tools

• Keep documentation, procedures (SOPs) and supplier information up to date and well organised.

• Maintain the data and prepare the operational reporting. Examples are tickets, attendance patterns and event activity.

• Use our tools and AI and automation initiatives day to day. Share what works and what’s missing, to help us improve our processes.We’re looking for someone who is organised, curious and eager to learn. Energetic, resourceful and service-oriented, you know how to take initiative, navigate unexpected situations and create a welcoming experience for everyone around you. If you recognise yourself in the description below, this role could be a great fit for you:

• You have 1 to 3 years of experience in office management, facilities, workplace, events, executive or administrative support, or hospitality. Work-study experience in a similar role also counts.

• You are rigorous and reliable, able to manage multiple topics at once, follow through to completion, and remain efficient when dealing with urgent requests or unexpected situations.

• You have a strong service mindset and are warm, responsive and dependable with colleagues, suppliers and tenants

• You are autonomous and proactive, able to handle routine topics independently and escalate when needed

• You have excellent interpersonal skills and you are comfortable working with a manager and a diverse group of employees, suppliers and tenants. You are adaptable and you know how to be approachable, diplomatic and welcoming

• You have excellent written and spoken communication skills in French and English

• You have an interest in AI and automation

• You are comfortable using ticketing systems, Notion and Google Workspace

Nice to have

• Experience in a coworking space, a multi-tenant building or a scale-up.
• A first experience with supplier coordination or event logistics.- Step 1: Online interview with Ketty - Talent Acquisition Specialist
• Step 2: Job expertise Interview with Larissa - Senior Workplace Experience Manager
• Step 3: Interview with Marlène - Senior People Operations Team Lead
• Step 4: Interview with a Stakeholder

On average, this process takes about two weeks