HEAD OF OPERATIONS - Office Manager – Finance / HR / Operations

Office Manager – Finance / HR / Operations · London or Paris

Context

We are a tier 1 executive advisory firm with a team of 14, organised around two offices, in Paris and in London. Following the planned retirement of our current Head of Operations in June, we are looking for her successor.

The role focuses entirely on the administrative, financial, HR and operational management of the two offices. In addition, AI tools will support several recurring manual tasks, with the post-holder reviewing and validating the output. Idaelly someone who has a keen interest in the database management and understanding of our KPIs

Reporting line

The role reports to the Partners, working closely with the full team, our external accounting firms (Xeinadin in London, LMP in Paris) and HR providers (Payfit, Royal London, AXA Health, Edenred).

Key responsibilities

Finance

•    Manage the relationship with our external accounting firms (Xeinadin in London, LMP in Paris): monthly submission of supplier and client invoices, bank statements and supporting documents.

•    Process supplier invoices for both offices: filing on the shared drive, recording in QuickBooks (London) and payment approvals.

•    Oversee client invoicing (issuing, formatting, payment follow-up) and chase overdue invoices.

•    Carry out weekly bank reconciliation for the Paris and London accounts.

•    Prepare monthly fixed-cost reports (Paris/London) for the partners.

•    Calculate and issue quarterly retrocession invoices between the London and Paris offices.

•    Update the partners’ compensation file twice a year.

•    Manage payments related to dividend distributions, liaising with Xeinadin.

•    Maintain the general invoicing tracker (GFU): invoices issued, paid, and forecast.

•    Support the partners on corporate tax matters together with the accounting firms (monthly and annual accounting reports, VAT, quarterly corporate tax payments, P11D, ERS, PSA on the London side).

•    Support the Partners and accounting firm on the process for profit sharing plan (PEE)

Human resources

•    Manage payroll via Payfit for both offices (monthly closing, coordination with bank payments via Barclays/BNP, sending reports to the accounting firms).

•    Submit the monthly pension contributions (employer and employee) on the Royal London platform after each London payrun.

•    Keep Payfit up to date for the Paris office with LMP’s support (health insurance and mutuelle, RTT, etc.)

•    Handle the administrative onboarding and offboarding of staff (creating/deactivating Payfit profiles, updating AXA Health and Royal London Pension cover).

•    Manage staff expense claims and their reimbursement through payroll.

•    Run the monthly allocation of luncheon vouchers (Paris): tracking working days, absences, holidays, team lunches, business meals and lunches in London in the tracking file, updating Payfit before the payrun, and placing the order and updates via Edenred and paying the invoice.

•    Track staff holidays, absences and sick leave, liaising with the payroll providers.

•    Act as the first point of contact for staff on HR administrative matters (payroll, health cover, holidays, luncheon vouchers).

Assignment project coordination (back-up cover)

•    Step in for either of the two Assignment Project Coordinators in the event of an unusual spike in workload or of their absence.

•    Coordinate client and candidate meetings for ongoing assignments.

•    Send relevant information and updates to clients.

•    Send timely reminders to clients and candidates to keep assignments moving forward smoothly.

General operations

•    Manage major purchases and supplier relationships (supplies, service providers, contracts) for both offices.

•    Lead office moves or fit-out projects, as and when needed.

•    Ensure the smooth day-to-day running of both offices (Paris and London) and coordinate with local teams.

•    With the partners’ support, support the use of AI tools across the firm’s processes, staying curious, continuously learning, and always checking outputs and protecting confidential data.

•    Contribute to the reliability and continuous improvement of the firm’s administrative, financial and HR processes.

Business Development

•    Support the Project Manager in charge of the business development program when it is needed:

-         keep it up to date with the team’s input: BD meetings scheduled and…