Office & Workplaces Coordinator

About the role

You are the guardian of the daily office experience, ensuring that every Alaner can focus on their mission without friction. You own the end-to-end management of vendors, from procurement to invoicing and performance tracking, while maintaining the highest standards of safety and regulatory compliance. You design and implement processes that turn complex administrative tasks into smooth, automated workflows, leveraging data and AI to drive efficiency. You are the point of contact for cross-functional teams, aligning facilities, IT, security, finance, and legal to deliver a consistent and delightful work environment. You also play a key role in community building, orchestrating major events and rituals that strengthen our distributed culture. You are obsessed with clarity, simplicity, and continuous improvement, ensuring that the office remains a healthy and productive space for all.

Key facts

What you'll do

Coordinate and manage the full lifecycle of vendor relationships, including procurement, contractualization, invoicing, and performance monitoring across all office locations.

Build and maintain scalable processes and documentation, using data insights and AI tools to automate routine tasks and improve operational efficiency.

Ensure the safety, security, and regulatory compliance of all work environments, implementing best practices and crisis response procedures.

Manage the end-to-end office experience, from onboarding support to daily facility operations, in close collaboration with People, IT, Security, Finance, and Legal teams.

Lead and support projects aimed at long-term workplace improvement, driving initiatives that scale with our rapid growth.

Oversee the administration of office-related budgets, tracking costs, optimizing expenses, and ensuring transparent financial management.

Act as a central point of contact for cross-functional stakeholders, resolving issues promptly and coordinating seamless interactions.

Contribute to the daily execution of the "on-call" rotation for Office Management, ensuring continuity and responsiveness across hubs.

Create and maintain high-quality documentation that captures procedures, standards, and learnings for easy reuse and knowledge sharing.

Champion a culture of simplicity and high impact, eliminating unnecessary complexity and focusing efforts on activities that drive real value.

Monitor and optimize the user experience of office tools, spaces, and services, using feedback and analytics to inform decisions.

Support the planning and execution of major company events and community rituals, strengthening connection and engagement across teams.

Evaluate and select external partners through structured tenders, ensuring alignment with our values of transparency, quality, and efficiency.

Continuously explore innovative approaches to workplace management, testing new tools and methods to improve the daily Alaner experience.

Requirements

You are legally authorized to work in France and hold the necessary right to work under French labor law for this position.

You are fluent in both French and English, both written and verbal, enabling clear communication across teams and stakeholders.

You have at least 3 years of experience in office management, operations, or a related field, with a proven track record of managing vendors and processes.

You are experienced in handling invoices, budget monitoring, and basic financial oversight within a fast-paced environment.

You have strong knowledge of administrative and HR processes, including onboarding, offboarding, and labor law compliance.

You are comfortable working with IT systems and tools, including collaboration platforms, and have a quick learning curve for new software.

You understand security and safety standards for office environments and can implement practical protocols to ensure compliance.

You are comfortable making decisions autonomously while respecting clear accountability and ownership frameworks.

Nice to have

Experience with insurance or healthcare industry operations is a plus, given our mission-driven context.

Familiarity with HRIS or facilities management software is beneficial for managing processes and data.

Practical notes

The positions are based in Paris and require an onsite presence at least 4 days per week.

This role includes participation in a daily on-call rotation for office management tasks.