Office Manager

Hi there! Thanks for stopping by 👋

Are you actively looking for a new opportunity? Or just checking the market? Well… you might just be in the right place!

We’re looking for a Office Manager to join our Lightspeed team in Paris. You will play a vital role in coordinating office activities, managing supplier relationships, and ensuring a seamless working environment.

*Please note that this role is based On-site in our Paris office *

What you’ll be doing:

Being the first point of contact and the face of the office

• Keeping the office a clean and organised place → complying with the Lightspeed standard
• Ordering of office supplies and pantry and process invoicing
• Managing the schedule of the meeting rooms
• Planning and executing events/social activities for the office, maintaining the office culture
• Coordinate the fun stuff (birthdays!, Friday afternoon drinks, departmental celebrations)
• Managing vendors relations and finding the best fit for Lightspeed
• Provide local oversight and coordination of property and facilities management, reporting to the Facilities team
• Review, prioritise and redistribute work where appropriate
• Scheduling regular maintenance to keep our office the best workspace possible
• Supporting and assisting with employee travel booking and maintaining the platform
• Managing the desk booking platform
• Handling incoming and outgoing mail, including shipping/couriers for the team
• Support the offices in Geneva, Lausanne and Zurich remotely, open for frequent travel to these locations
• Visitors and employees provide positive feedback regarding their interactions with the Office Manager as the first point of contact.
• Deliver great customer service, with attention to detail and handle inquiries and requests in a professional manner
• Inquiries or requests are handled and resolved by the Office Manager during their initial contact, without the need for escalation or follow-up.
• The office space is clean and organised; health and safety measures are accurate based on predefined criteria and standards, aligned with the Lightspeed standard.
• Office supplies and pantry inventory are efficiently and accurately ordered to ensure a smooth workflow and avoid shortages.
• Maintenance is scheduled in time and issues resolved quickly to maintain a productive and comfortable workspace.
• Employees provide positive feedback with office events and social activities to gauge the effectiveness of maintaining a positive office culture; reporting negative/suggestive feedback.
• Keeps track of employee participation rates in fun activities, such as birthday celebrations, Friday afternoon drinks, and departmental celebrations, to promote team engagement and inclusiveness.
• Evaluates the effectiveness of vendor relations and finds the best-fit vendors for Lightspeed based on quality, cost, and service to ensure overall good performance, quality and dependability.
• Adheres to the Facilities management and Operations guidelines/processes and reports any issues or improvements to the Facilities manager and/or Operations manager and in a timely manner.
• Able to review, prioritise, and redistribute tasks among the team when necessary to maintain an efficient workflow, not missing deadlines and postpone/delay projects/tasks.

And a little bit of....

• Contributing as part of the wider team to achieve organisational objectives even if this means doing things that aren’t strictly within the scope of your role.

What you need to bring:

• 2-3 years of Office Management experience
• Previous experience with administrative tasks
• Previous experience with budgeting

• Fluent proficiency in both written and spoken English and French
• Excellent time management and organisational skills, with a knack for multitasking and prioritisation.
• Strong attention to detail and accuracy, maintaining a high level of professionalism.
• Experience and knowledge in delivering exceptional service.

A plus:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to handle confidential information with discretion and integrity.
• Previous experience in budgeting and basic financial administration

We know that people are more than what’s on their CV. If you’re unsure that you have the right profile for the role... hit the ‘Apply’ button and give it a try!

What’s in it for you:

• A culture that celebrates performance
• The chance to make an impact in a team that’s big enough for career growth, but lean enough to make your voice heard
• Career-defining opportunities

Plus benefits designed to keep you happy, healthy and fulfilled.

• Equity options, because this is your company too
• Contributions to your pension plan. Your future matters
• Training opportunities to grow your skills and career
• Health and wellness credit so you feel your best
• Time off to volunteer and give back to your community
• Interest groups, employee led networks, social committees to sponsored sports teams
• Computer purchase program to get your personal Macbook
• Enhanced parental leave to support growing families

To all recruitment agencies: Lightspeed does not accept unsolicited agency resumes. If we have not directly engaged your company in writing to supply candidates for a specific vacancy, Lightspeed will not be responsible for any fees related to unsolicited resumes.

Lightspeed is a proud equal opportunity employer and we are committed to creating an inclusive and barrier-free workplace. Lightspeed welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Where to from here?

Obviously, this has to be mutually beneficial: we want you to step into a role you love, and we want to offer you a place you’re proud to come to every day. For a glimpse into our world check out our career page here.

Lightspeed is building communities through commerce, and we need people from all backgrounds and lived experiences to do that. We were founded in 2005, in Montreal’s gay village and our original members were all part of the LGBTQ+ community. The ethos of our business has been about inclusion from the very beginning, and we strive to provide a workplace where everyone belongs.

Who we are:

Powering the businesses that are the backbone of the global economy, Lightspeed's one-stop commerce platform helps merchants innovate to simplify, scale, and provide exceptional customer experiences. Our cloud commerce solution transforms and unifies online and physical operations, multichannel sales, expansion to new locations, global payments, financial solutions, and connection to supplier networks.

Founded in Montréal, Canada in 2005, Lightspeed is dual-listed on the New York Stock Exchange (NYSE: LSPD) and Toronto Stock Exchange (TSX: LSPD). With teams across North America, Europe, and Asia Pacific, the company serves retail, hospitality, and golf businesses in over 100 countries.

Lightspeed handles your information in accordance with our Applicant Privacy Statement.