Office & Event Manager at swan.io

Paris, Ile-de-France, France -

Full Time

Start Date

Immediate

Expiry Date

28 Apr, 26

Salary

0.0

Posted On

28 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Event Coordination, Workplace Experience, Facility Management, Sustainability Initiatives, Vendor Management, Health and Safety, Regulatory Compliance, Carbon Footprint Reporting, ESG Facilitation, Cross-functional Collaboration, Travel and Expense Policy, Negotiation Skills, Organizational Skills, French Fluency, English Fluency

Industry

Banking

Description

About Swan is Europe’s embedded banking specialist. We empower software companies to embed banking features like accounts, cards, and payments directly into their products, under their own brand.Swan processes over €1.5 billion in monthly transactions for more than 150 companies—like 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. They’re on a mission to become the central hub for managing every aspect of business life. But when it comes to financial workflows, there’s 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. It’s a missed opportunity. Business software shouldn’t 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 Swan’s 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 You’ll 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. You’ll report to the Chief People Officer and work closely with local office stakeholders, the finance department, and external providers. Preferred experience ✨ You’re 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. You’ve 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. 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 ✨ 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 employees. In 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 Swan's 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. 🧘 Hybrid remote policy: We offer the possibility of working from home for 2 days per week. 🏡 Offsite: Once a year we gather to reconnect, deep-dive into big topics, and relax. 🤝 This isn’t a perk, it should be the rule, but diversity and inclusion are important at Swan. We’re working hard to get better every day. ✨ 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. 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

Responsibilities

The primary mission is to manage and maintain Swan's workspaces across Paris, Barcelona, and Berlin, ensuring they are inspiring, sustainable, and efficient environments for the teams. This includes overseeing daily operations, managing service providers, coordinating office scaling, and driving environmental and social impact initiatives.