We are seeking a highly organized and proactive Office Manager freelancer to join our dynamic People team. The Office Manager will play a crucial role in ensuring the smooth and efficient operations of our offices across multiple locations (Paris, Berlin, Amsterdam, Barcelona). This role requires excellent multitasking abilities, strong communication skills, and a proactive approach to problem-solving with a strong level of autonomy.

Swan expects a high number of employees present at the office, with a 3-day-a-week policy in HQ and Hubs offices. This requires the Office Manager to ensure a qualitative workplace experience at all times for Swanees.

✨ Your mission 

Under the direct reporting of our Lead HR Business Partner G&A, Product, and Tech, you will:

Facility Management & General operations

• Oversee the day-to-day operations of office facilities in Paris Headquarters and other Hubs’ offices (Amsterdam, Berlin, Barcelona) ensuring seamless management and adequate space planning to fit our growth.

• Act as the main point of contact for office-related inquiries and employee requests

• Welcome visitors/organize visits; handle all mailing, shipping, packages, and deliveries, keep the office information and guidelines/rules up-to-date.

• Ensure the office facilities are kept clean and under proper maintenance (including fire detection, and extinguishers) and handle emergency management actions for example evacuation drills

• Take the lead in ad-hoc projects related to sustainability and office experience improvements.

Cost Management, Office Services & Suppliers

• Oversee the office budget and keep costs under control.

• Make sure we have all the supplies and services needed to have the office up and running.

• Maintain relationships with vendors, service providers, and landlords to ensure the smooth operation of office facilities.

Event, Travel, and Accommodation Coordination:

• Monitor travel expenses and optimize cost-saving opportunities while ensuring a high standard of service in collaboration with the finance team

• Coordinate in-office events (parties, all hands, internal team building events, workshops…)

• Assist in planning company offsite in collaboration with the Events team.

• Provide support to marketing and events teams by setting up external events in the offices.

IT & Security collaboration:

• Collaborate with the IT & security team to ensure secure and efficient on-site operations, including implementing measures like soundproofing, access control, and alarms.

• Ensure the availability of hybrid meeting tools for both remote and on-site use.

• Report security incidents and coordinate follow -up activities.

• Support onboarding for new employees, liaising with IT and the HR team.

✨ You’re a great match if:

• Excellent organizational and time management skills, with the ability to prioritize tasks effectively and anticipate needs according to our fast growth

• Strong communication and interpersonal skills, with the ability to interact with employees at all levels.

• Ability to work independently and proactively, with a high level of attention to detail.

• Fluency in English and French.

• Our ideal teammate: Empathetic. Skilled. Frank. We love to challenge each other, and we leave our egos at the door.

It’s okay if you don’t tick all the boxes — don’t let imposter syndrome prevent you from applying! 🙌 

Swan is committed to providing a caring work environment for all employees, regardless of age, sex, disability, sexual orientation, race, religion, or belief.

When it comes to recruitment, we’re interested in your work experience, skills, and overall personality. Because diversity makes the workplace stronger and is necessary for Swan’s success, we are intensifying efforts to incorporate concrete actions to help us improve in this area.

About Swan

✨ Our values:

Swan’s core values guide our actions daily. Individually, they may seem obvious, but together, they form a unique culture.

Simplicity: Leonardo Da Vinci said: “simplicity is the ultimate sophistication.” If something’s convoluted or confusing, we work extra hard to break it down. - Making complex things simple is what we do.

Long Term: We always play the long game, whether it’s to support our partners in their growth journey, or make tangible commitments to climate action.

Excellence: We are a team of experts who consistently go all out to create pixel-perfect banking services and exceed our partners’ expectations— whatever it takes.

Be Human: We believe in the power of kindness and the importance of acting with integrity. But embracing our humanity extends beyond interpersonal interactions, it means caring about greater issues that affect our planet.

You can find out more about our culture.

• A 30-min video call with our Talent Acquisition Specialist, to get to know you, understand your career expectations and answer your questions.

• An interview with Alice, our Office Manager

• An interview with Clementine, our Lead HR