Role
idloom is looking for an Office Coordinator who will oversee the day-to-day operations of our office and ensure a pleasant, efficient, and productive working environment. You will be responsible for coordinating office activities, managing supplies and vendors, greeting visitors, and handling general administrative tasks.
In addition, you will support our Product Owner with various marketing initiatives, contributing to communication, coordination, and execution of internal and external campaigns.
Your mission: help make sure our office runs smoothly and that our team can do their best work in a welcoming and well-organized environment.
Activities & responsibilities
Office Operations
* Organize participations in international commercial fairs (including travel and accommodation booking)
* Develop and implement office policies by setting up procedures and standards to guide the operation of the office
* Management of the premises: be the guarantor of the good management and maintenance of our premises which must be a pleasant place to live (management of stocks, orders, suppliers, fitting out of the premises)
* Management of supplier relations (selection, follow-up and invoicing)
* Greet visitors at the office and answer incoming phone calls
* Coordinate inbound and outbound office mail
* Organize internal events and activities to federate the team (kick-offs, afterworks, team building, birthdays, breakfasts, etc.)
* Occasionally organize external events with clients and partners.
Administration Management
* Manage invoicing and payments
* Prepare employment contracts & all relevant HR information (signed offer letters, signed contracts, appendix, data sheet information, etc.)
* Fleet management
* Help in the Recruitment process (post job offers on our various recruitment channels, organize interviews and tests of the potential candidates, etc.)
* Manage and coordinate onboarding of new candidates
* Encode payroll documents (absences, vacation, etc.) and organize the payment with the payroll provider
* Keep personnel records up to date and update financial documents
* Implement processes or systems to help ensure good management of the organization or compliance with legislation
* Organize and support team meetings (agenda, minutes meeting, etc.)
* Support staff in various administrative tasks.
Marketing assistance
* Assist Product Owner and sales team in various marketing initiatives
* Post social media content.
Profile requirements
Self-behavior
* Positive, enthusiastic and cooperative behavior in order to facilitate a good relationship inside and outside the department
* Team player, taking care of relationships within the team and within the company regardless of the level
* Holistic perspective and 360° vision of the job and the company model (no silo view)
* Good communicator
* Autonomous, willing to learn, ability to take initiative (proactiveness)
* Reliable, high sense of confidentiality
* Trustworthy and transparent
* ‘Getting things done’ spirit, go-getter attitude
* Comfortable in international environments
Qualifications
* English and French speaker with full professional proficiency (both written and spoken)
* Organized, able to work according to priorities and able to multitask
* Attention to detail and problem-solving skills
* Excellent written and verbal communication skills
* Strong administrative & planning skills
* Reliability and discretion.