Office Manager - Vice President

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Job Title: Office Manager - Vice President

Job Code: 14700

Country: FR

City: Paris

Description:

Job Title: Office Manager

Corporate Title: Vice President

Department: Real Estate & Services EMEA

Location: Paris

Reports to: Head of Real Estate & Services EMEA (London) and local CAO

The base pay range for this position at commencement of employment is expected to be between €85,000 and €110,000/year (see below footnote for additional compensation and benefits information).

Company overview

Nomura is a financial services group with an integrated global network. By connecting markets East & West, we service the needs of individuals, institutions, corporates and governments through our four business divisions: Wealth Management, Investment Management, Wholesale (Global Markets and Investment Banking) and Banking.

Driven by the insights of some 28,000 people worldwide, we put our clients at the center of everything we do, delivering unparalleled access to, from and within Asia. For further information about Nomura, visit

Department Overview

Real Estate & Services is based in Nomura’s European headquarters, 1 Angel Lane (City of London). The department is responsible for all Nomura’s properties and business services for EMEA.This responsibility includes the management and oversight of buildings, properties and their daily operation. Services specifically around disposal, space utilization, maintenance & repair, and all aspects of Facility Management.In addition, Real Estate & Services manages all services required to provide a high quality, safe and secure environment for staff, clients and visitors. This includes corporate travel and services, health, safety & environmental.

Paris Real Estate & Services has responsibility of Facility Management for both hard and soft services for a busy small/medium sized office (number of employees: 81 – office size: 3340sqm). Liaising with specialist teams in corresponding services areas in London headquarters, it ensures the delivery of general office services in line with Cooperate standard, complying with local regulations.

The office is home to Banque Nomura France (which holds the head lease), NFPE, French branch and NAIM France as well as Instinet France and a non-group tenant The RE&S team provides services to all entities via SLAs and operates as landlord for entities other than BNF.

The role forms part of a Corporate Management team whose responsibilities cover a wide range of functions

Role Description

Property Management

• Manage lease issues and updates of Property Management software
• Maintain relationship with landlord and building manager
• Oversee Real Estate and construction projects in compliance with local legislation
• Manage workplace arrangements (hot desks, legal requirements)
• Ensure clean and adequate client service and working areas according to Nomura and legal provisions
• Manage insurance coverage to manage the firm's risk appropriately

Subtenants & Group Companies Management

• Manage Group subtenant relationships (Instinet, NAIM, NFPE)
• Manage non-Group subtenant relationships
• Administer SLAs with Instinet France, NAIM France, and NFPE France

Maintenance Management

• Maintain maintenance calendar in compliance with technical property management and local legal legislation (preventive and corrective maintenance)
• Optimise maintenance (particularly M&E) ensuring optimum life cycle of Assets
• Ensure legally required maintenance registers correctly maintained
• Conduct review and performance checks of maintenance

Facility Services Management

• Deliver general office services to meet business requirements within timelines and budget
• Manage providers and vendors to ensure service quality and cost control
• Oversee third party support (reprographics, reception, cleaning, vending services, stationery & supplies, catering, waste and recycling)

Departmental Management

• Manage RE&S team
• Manage Computer Graphics
• Manage Reception

Security Management

• Ensure security systems and features are in place and functioning (fire life safety systems)
• Maintain contact with Police and Intelligence Agencies to gather up-to-date security information
• Provide security information to raise staff awareness and prevent reasonable risks (demonstrations, riots, severe weather, strikes)
• Serve as prime contact with security guards, authorities, landlord and security control team in London
• Manage Access Permission for Paris Office

Risk Management

• Report operational risk events to the Head of CRES and the CRES Operational Risk Coordinator
• Escalate emerging operational risk issues to the Head of CRES and the CRES Operational Risk Coordinator
• Track outstanding operational risk issues within the function to timely resolution

Health, Safety & Environmental

• Implement legally required occupational health & safety preventive activities (annual evacuation rehearsal, first aid equipment, training for first aiders and fire marshals, reporting to workers H&S council)
• Ensure safe and sound working environment
• Promote environmental projects (Earth Hour, green electricity)

Travel, Print & Multimedia Services

• Inform Travel London about strikes or other events with impact on travel
• Manage local ground transport contracts
• Conduct regular meetings with hotels to ensure high quality level and support London in annual tender process
• Serve as prime contact for local print vendor and courier services
• Manage press subscriptions
• Liaise with London for multimedia trouble shooting

Miscellaneous Services

• Provide support for Japanese Expatriates (residences, liability insurance)
• Organise events: cocktails, catering, internal events
• Serve as local liaison officer for providers, vendors, landlord, authorities M&E/maintenance of technical facilities
• Communicate with Superiors (Local CAO & Continental RE&S Director) and Department Heads of Paris Office, London business heads and Continental OMs
• Act as contact for tenants (as BNF landlord) for lease matters
• Serve as local BCP coordinator and Risk Assessment Lead
• Administer local BCP and SharePoint
• Hold power of