OFFICE MANAGER / HR COORDINATOR (M/F)

Job description

Ullink is a leading provider of comprehensive low­latency connectivity and trading solutions. Ullink enables
buy and sell side for international financial institutions, helping them build vendor­neutral trading
environments by developing modular, global solutions for every asset class. With offices in Paris, London,
Cluj, New York, Toronto, Sao Paulo, Tokyo, Toronto, Sydney, Singapore, Manila and Hong Kong, we offer
exciting professional opportunities and international careers. More than 550 collaborators of 30 nationalities
share our values: listen, react and innovate. Join us!
The position
We are looking for a permanent Office Manager & HR Coordinator to join our London office. As a member
of the General Services team the successful candidate will be responsible for maintaining and organising the
office on both operational and administrative level and will act as the HR coordinator for local staff. The
position will report directly to the Head of Office Management EMEA, based in Paris.
Tasks & Responsibilities:
Office management:
­ Managing office budgets, ensuring accurate and timely reporting
­ Managing relationships and contracts with vendors, service providers, and landlord
­ Liaising with the accounting team for invoice approval, payroll and taxes and timely payments
­ Implementing and maintaining procedures / office administrative systems
­ Office supply management (stationery, furniture,...)
­ Dealing with correspondence (mail, courrier services, …)
­ Responding to staff and clients needs when relevant
­ Ensuring that health and safety policies are in place and up to date
­ Coordinate with IT department on all office equipment
­ Manage the front desk and act as the Ullink local host for outside visitors (candidates, clients,
visiting staff, …)
­ Organize/Help coordinate social and company events
­ Coordinate and organize logistics around local meeting room management
­ Book travels for local staff (flights, trains, hotels, visa…)
­ Manage agenda/schedule for Chief Sales Officer based in London.
­ Manage expense reports for certain local staff
HR Coordination
­ Act as the local liaison regarding global HR initiatives & processes (employee engagement survey,
performance management, employee referral program, contract changes, salary increases,…)
­ Prepare and process payroll for local staff (with existing external provider), monitor time off
management
­ Guarantee maintenance of personnel records (contracts, addendums, …)
­ On board new employees
­ Manage benefits (healthcare insurance, life insurance, pension etc..)
­ Assist HR department as needed
This position offers real opportunities and provides future career advancement.
Required Experience and Skills
- Minimum of 3 years experience in a similar role.
- Self-driven, autonomous and able to take initiative
- Problem-solving attitude.
- Excellent communication and organisational skills, able to get on with people at all levels
- Works well under pressure
- Good IT skills
- Great sense of quality and customer service
- Excellent time management skills and ability to multi­task and prioritise work
- Languages: Fluent English, French is a plus.