Office & Event Manager

About

Swan is Europes embedded banking specialist. We empower software companies to embed banking features like accounts cards and payments directly into their products under their own processes over 1.5 billion in monthly transactions for more than 150 companieslike Pennylane Indy Agicap Libeo and Lucca. Founded in 2019 the company has received growth capital from leading investors such as Lakestar Accel Creandum Bpifrance and Eight Roads. Swan is a principal member of Mastercard and a licensed financial institution regulated by the French banking authority (ACPR).

Our mission

Banking belongs in business software

Many software companies already serve small businesses incredibly well: helping them send invoices run payroll manage inventory and more. Theyre on a mission to become the central hub for managing every aspect of business life.

But when it comes to financial workflows theres still a gap. Too many critical tasks like managing cash flow tracking payments or reconciling accounts happen outside the software across spreadsheets email threads banking portals.

Its a missed opportunity. Business software shouldnt just record financial activity it should run it.

To learn more about us: About Swan ; Our story.

Job Description

Summary

As Swan grows across multiple geographies our offices and environmental impact play a pivotal role in shaping our internal culture.

In this role you will take full ownership of our workplace experience across Paris Barcelona and Berlin with potential expansion to new locations such as Italy and Belgium.

Your mission

Your primary mission is to make Swans workspaces inspiring sustainable and efficient environments for our teams in Paris and beyond while helping the company step up its environmental and social impact practices.

Main tasks

• Manage our headquarters in Paris (200 people): maintenance repairs office improvements daily operations and service provider coordination.

• Follow and regularly update the seating plan for our Paris office and coordinate team relocations

• Manage onsite security maintain all regulatory health and safety documentation and coordinate security and safety training initiatives

• Own relationships with landlords office suppliers facility vendors and key service contracts (cleaning security catering etc.).

• Oversee the setup maintenance and scaling of our offices in Amsterdam Barcelona and Berlin and lead potential openings in new cities.

• Coordinate with our IT Events & People teams to ensure a smooth in-office experience and logistics for internal events.

• Follow the travel and expense policy and ensure it is clear compliant and cost-efficient.

• Drive impact initiatives including carbon footprint reporting action planning sustainability projects and diversity and accessibility initiatives.

• Explore and assess potential certifications like B-Corp and act as a facilitator on ESG topics across teams.

• Collaborate cross-functionally with People Finance and Legal to align facility operations and impact strategy with company objectives.

• Own and coordinate internal company events such as onboarding apéros breakfasts to foster team engagement and a strong company culture.

Your team

Youll join a dynamic People team focused on delivering an exceptional employee experience. The People Team is composed of passionate individuals who care deeply about people sustainability and scalable culture.

Our team operates with a strong focus on employee experience and operational excellence. We are a small but impactful team with HR Talent Acquisition and Office roles working hand-in-hand with business and tech teams. Youll report to the Chief People Officer and work closely with local office stakeholders the finance department and external providers.

Preferred experience

Youre a great match if:

• You have 2-3 years of experience in office facility or workplace management preferably in an international and/or scale-up environment.

• You have strong organizational and negotiation skills with the ability to manage multiple projects sites and vendors.

• You are environmentally conscious and have already worked on sustainability topics (carbon footprint green policies diversity & inclusion etc.).

• You are fluent in French and English and comfortable collaborating across geographies and functions.

• You are proactive resourceful and service-minded always one step ahead of potential office or impact challenges.

• Youve previously worked on remote site management and/or office openings in multiple countries (a big plus!)

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

Its okay if you dont tick all the boxes dont 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 were interested in your work experience skills and overall personality. Because diversity makes the workplace stronger and is necessary for Swans success we are intensifying efforts to incorporate concrete actions to help us improve in this area.

About Swan

Perks of being a Swanee:

• Holidays : 25 days RTT

• Meal Vouchers: We provide a meal voucher card to cover your meals on work days.

• Transport: Monthly mobility package for accordance with the company agreement for sustainable mobilities you can now use your mobility package to pay for alternative commuting modes.

• Health insurance (mutuelle): Alan. This is Swans health and welfare insurance.

• Sports: Thanks to our partnership with Classpass and Gymlib you can enjoy advantageous discounts on subscriptions. They offer a wide range of sports activities as well as wellness activities.

• Well-being support: access to Moka Care for mental health and wellness.

• Offsite: Once a year we gather to reconnect deep-dive into big topics and relax.

• This isnt a perk it should be the rule but diversity and inclusion are important at Swan. Were working hard to get better every day.

Our values:

Swans 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 somethings 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 its 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.

Recruitment process

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

• One hour to get to know your future manager

• An interesting Business Case that will give you more insights about your future challenges

• A Peer Interview to get to know some of your future team members

• Final Interview with our Chief People Officer to give you a high level vision of the job

Key Skills
Marketing,Catering,Organizational skills,Hospitality Experience,Management Experience,HubSpot,Event Planning,Events Management,Project Management,Event Marketing,Leadership Experience,negotiation
Employment Type : Full Time
Experience: years
Vacancy: 1