Office Manager

Administration & Internal Coordination

• Acting as the interface between teams (Sales, HR, Accounting, Leadership) and liaison with PayByPhone International
• Cross-functional administrative support depending on leadership needs, in both French and English
• Mail management
• Organisation of SST (First Aid at Work) training sessions
• Liaise with CSE (Works Council) on administrative matters
• Administrative tracking of company car leases and related insurance policies

Office & Facilities Management

• Management of a 486 m² office site
• Oversight of general office maintenance and outdoor spaces
• Coordination of technical interventions and various repairs
• Management of service providers (cleaning, maintenance, security, etc.)
• Management of supplies, equipment, and small office materials
• Restocking of shared areas (coffee, water, fruit, kitchen consumables)
• Liaison with the building landlord/property manager regarding any building-related issues

Workplace Setup & Onboarding

• Manage end-to-end onboarding logistics for new hires
• Set up workstations, including IT equipment provisioning (laptops, phones) in coordination with IT teams
• Configure and manage access badges and office entry systems
• Support onboarding experience through administrative and operational coordination

Vendor & Contract Management

• Manage and monitor supplier contracts across office operations and services
• Source, negotiate and onboard new vendors when required
• Maintain and update supplier database (facilities, catering, events, maintenance)
• Drive cost optimisation and monitor office-related expenditures against budget

Internal Event Organisation

• Lead end-to-end organisation of internal corporate events (Summer Party, Christmas Party, etc.)
• Coordinate recurring employee engagement initiatives (breakfasts, birthdays, Lunch & Learn sessions)
• Select and manage external event vendors and suppliers
• Oversee logistics planning and budget tracking for all internal events

Key Requirements

Experience

• 1-3 years of recent experience as an Office manager
• Fluent in French and English
• Great experience at coordinating and scheduling in an international environment
• Enjoy working in a fast-paced environment and are comfortable switching gears
• A natural ability to multitask and prioritize in a dynamic environment
• Enjoy working in a team environment and willing to help others
• Experience working in the technology industry is an asset

Technical / Hard Skills

·       Highly proficient in Microsoft Office, particularly Outlook and able to learn new systems quickly

What We Offer

• Opportunity to work with great people! - Great salary package
• Public transport pass reimbursed at 50%
• Health insurance with Alan
• Meal vouchers (€10 per day) via the Swile card
• Access to the Gymlib platform (partially funded by PayByPhone)

Working at PayByPhone

We operate in a world that’s constantly evolving — and change is something we embrace. Our values guide how we show up for one another and for our customers every day. In short, we:

• Make things happen
• Stay curious
• Work together
• Have fun
• See through our customers’ eyes

These principles shape how we collaborate, innovate, and deliver on our commitments. We’re also committed to fostering a diverse and representative workforce and an inclusive environment where everyone is treated with respect and fairness. We do not tolerate discrimination or harassment in our workplace or throughout our hiring process. Our hiring decisions are grounded in business needs, role requirements, and individual qualifications — ensuring we reflect the talent and communities we serve. PayByPhone is committed to providing accommodation throughout the recruitment process. If you require accommodation, please reach out to us at askhr@paybyphone.com. Want to see our values in action? Visit our Instagram and LinkedIn. Curious about the story behind our values? Head over to our About Us page to learn more.