Office Manager - Vice President

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 www.nomura.com

 

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 position is based in the Paris office and reports to Head of Real Estate & Services EMEA based in London and to local CAO.

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 attorney for postal services

Skills, experience, qualifications and knowledge required

 

• Experience delivering office general services to meet business needs within deadline without outage
• Experience providing services at competitive costs without reducing service quality
• Experience creating safe and healthy work environment, complying with regulation.
• Experience driving continuous improvements
• Minimum 5 years of experience in present job or similar role
• Fluent in English and French
• Wide range of knowledge and experience on general office services, mechanical issues and business administration
• Knowledge of local regulations on occupational health & safety; experience of implementation of occupational risk prevention management
• Broad minded approach to diversity & inclusion
• Self-discipline, success, solution- and client-oriented
• Strong leadership skills
• Team spirit

Certifications & Roles

• Security Advisor / Security Officer
• Fire Protection Officer
• Evacuation Coordinator & Fire Marshal
• Health & Safety Officer
• First Aider
• Member of Crisis Management Team
• Member of Risk Assessment Team

 

Nomura Leadership Behaviours

• Explore Insights & Vision: Identify the underlying causes of problems faced by you or your team and define a clear vision and direction for the future.
• Making Strategic Decisions: Evaluate all the options for resolving the problems and effectively prioritize actions or recommendations.
• Inspire Entrepreneurship in People: Inspire team members through effective communication of ideas and motivate them to actively enhance productivity.
• Elevate Organizational Capability: Engage proactively in professional development and enhance team productivity through the promotion of knowledge sharing.
• Inclusion: Respect DEI, foster a culture of inclusion and psychological safety in the workplace and cultivate a "Risk Culture" (Challenge, Escalate and Respect).

 

 

Diversity & Inclusion

Nomura is an equal opportunity employer. We value diversity and are committed to ensuring we best reflect the diversity of the communities we serve creating an inclusive environment for all our employees. We welcome all applications and do not discriminate on the basis of age, disability, gender identity and gender expression, pregnancy and maternity, marriage and civil partnership, race, religion or belief, sex or sexual orientation.

If you require any assistance or reasonable adjustments due to a disability or long-term health condition, please do not hesitate to contact us.

The base pay offered may vary depending on various factors, including, but not limited to market location, corporate and functional title and duties, job-related knowledge and advanced degrees, skills, and experience. The total compensation package for this position may also include other elements, including discretionary awards and eligibility for a range of discretionary benefits dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment from Nomura. 

 

Nomura is an Equal Opportunity Employer