Operations and Administrative Coordinator Job at Eligo Bioscience (Paris)

Job Description

We are looking for an Operations & Administrative Coordinator to keep our Paris office running smoothly. This is a hands-on role requiring attention to detail and drive to execute. You will be the person who makes sure things work and are organized: the space, the admin, the accounting processes, the on- and offboarding experience, and the operational systems in place that let everyone else focus on their work.

Job Responsibility

Facility & Office Management: Daily office walkthrough: cleanliness, temperature, shared spaces, meeting room setup
Badge and access management for employees, visitors, and subletters
Reception and distribution of deliveries, including temperature-sensitive lab packages
Coordination with cleaning staff, building management, and repair vendors
Maintenance follow-up: log requests, contact vendors, track completion
Liaison with subletters on building and office matters
Represent Eligo in renter meetings
Administration & Daily Operations: Manage the admin@ inbox and handle incoming mail and official correspondence
Own and maintain the office manual and process pages in Notion
Update internal records: team lists, seating chart, external contacts database
Process purchase orders once supplier and quotes are validated
Order and track office supplies, snacks, and equipment
Upon request, order and track laboratory consumables
Organize and coordinate shipments to and from external partners
Manage office vendor relationships: first point of contact, order placement, issue escalation
Coordinate travel bookings and manage travel-related logistics for the team
Provide logistical support for internal events (team days, celebrations, onsite gatherings): venue research, supplier coordination, and on-the-day setup, under the lead of the relevant organiser
Handle the admin phone
Accounting Support: Prepare and schedule wire transfers in coordination with the Head of Finance and Administration (who reviews and approves)
Invoice verification and payment batch scheduling in Yooz
Invoice collection and consolidation ahead of monthly and quarterly accounting deadlines
Process employee expense reimbursements
Handle supplier payment issue resolution and supplier creation requests in Yooz
Onboarding & Offboarding: Coordinate IT setup for new joiners: liaise with the external IT provider to ensure accounts and workstations are ready on day one
Take company headshots and manage website and internal directory updates
Manage welcome setup: desk preparation, welcome kit, office tour, and breakfast coordination on day one
Handle offboarding admin: timeline updates in Lucca, equipment return and sign-off, removal from internal systems and directories
Health & Safety: Maintain the workplace risk assessment document, updated annually and after any significant workspace change
Ensure mandatory safety displays are posted and legally compliant
Maintain the safety register
Coordinate fire safety drills and keep emergency procedures current and communicated to all staff
Track first aid equipment: kits, trained first aiders identified
Liaise with building management on shared safety obligations
Follow up on safety-related maintenance: extinguishers, emergency lighting, fire exits
Log and report workplace incidents and near-misses to the H&S Committee and management
Participate in the H&S Committee as the operational representative for office safety

Requirements

1 to 3 years of experience in an administrative, operations, or office management role
Experience in a startup, biotech, or fast-paced environment is a strong plus
Exposure to accounting tools (Yooz, Spendesk, or similar) is appreciated but not required
Familiarity with collaborative tools such as Notion, Google Workspace, and Slack
Basic knowledge of French workplace H&S obligations is a plus, but not a prerequisite: training will be provided
Strong attention to detail and follow-through
Highly organized to effectively manage diverse tasks across the week or concurrently
Discreet and trustworthy
Service-oriented: you anticipate needs and act before being asked
Clear communicator in both French and English, written and spoken
Able to work autonomously and flag issues without waiting to be prompted
French: native or bilingual
English: professional working proficiency required. You will interact daily with English-speaking colleagues and leadership. Written and spoken fluency is essential, not optional.

Nice to have

Experience in a startup, biotech, or fast-paced environment
Exposure to accounting tools (Yooz, Spendesk, or similar)
Basic knowledge of French workplace H&S obligations

What we offer

8€ Tickets Restaurant for each working day (50% covered by Eligo)
Health insurance / mutuelle: 100% of top-tier insurance (Alan) for Eligonauts and their kids covered by Eligo
Transportation: 100% of Navigo transportation card costs reimbursed, or 400€/year offered for alternative transport support
Integration assistance: French or English classes covered 100%
Health & Wellness: subscription to top-tier sports and wellness platform

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Operations and Administrative Coordinator

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