Office & Workplaces Coordinator

Job description

HEALTH CAN’T WAIT. Not for symptoms to get worse. Not for a six‑month appointment. Not for a system to catch up. But that’s exactly how healthcare works today. You wait, until you can’t. Alan exists to end the wait. Health is a universal right, and we believe this right can only become real when it’s coupled with prevention. We need to stop treating health as something we repair and start treating it as something we build, every day. It’s not solely a question of willpower. It’s the healthcare system itself that needs to work for everyone, in a sustainable way. So we are building the new standard in prevention insurance. Alan is the first company that integrates insurance, prevention, and care into a single, acclaimed user experience. We are on an incredible journey to build a global leading company, with a unique culture https://alan.com/en/careers. We already partner with 40K+ companies of all sizes, serving more than 1M+ members, and have reached €800M+ in ARR. Prevention as the new norm. That's what we're building with our team of 800+ people. If it speaks to you: we're hiring across France, Spain, Belgium, and Canada. And beyond. People joining Alan are often surprised and delighted by our innovative working method. We have a set of cultural values https://alan.com/about/company-culture that guide our approach to work, such as: 🎯 What drives us — We're obsessed with helping our members live healthier Mission is the Boss: long-term thinking, seeking our mission success above all else. Member & customer-led: obsessively focused on solving members & customers problems and creating the most delightful experiences. 🏆 How we build excellence — We hire the best people and give them platform to succeed Champions of excellence: extremely high standards and talent density. Distributed ownership: accountable enlightened despots, everyone owns their decisions and results. Radically transparent: all information is accessible and written-first, so everyone can make the best decisions asynchronously 🤝 How we grow together — We help each other improve through honest feedback and bold thinking Optimistic alchemy: optimists who collaborate with genuine care and support teammates. Empathetic challengers: direct, caring feedback combined with praises to help each other grow professionally Bold & creative contrarians: think differently to achieve greatness, try new approaches ⚡ How we move fast — We fight complexity and focus on what matters most Disciplined in execution: taking decisive actions with focus that compounds success over time Fight for simplicity: only high impact processes, smart frugality 💡 THE MISSIONS Alan has grown to nearly 900 Alaners, with close to 300 hires completed in H1 2026 alone. The Workplace team is the engine behind the experience Alaners have every day — from their first day to the daily rhythm of office life. As the company scales, we need to scale with it: - enhancing Alaners' experience wherever they work from, whether through the operational backbone of the office (vendors, procurement, RSE) - or through the community moments that bring Alaners together — major events, simple rituals, and the art of designing genuine connection across teams and hubs. We are opening one recruitment stream looking for two distinct profiles — both sitting in the Workplace community, both contributing to the same mission, but with distinct ownership areas. When you apply, you're applying to a single stream. Throughout the process, we'll determine together which scope fits you best. Both roles share the same contract: Workplace Experience. While each profile comes with a clear focus area from the start, scopes are designed to evolve within the team, giving real room to grow over time. The positions are based in Paris and require an onsite presence at least 4 days per week. Detailed missions — shared across both profiles - Lead and support projects for the long-term improvement of our work environment as we grow - Contribute to Alan's growth through building and running scalable processes and documentation, leveraging data, AI and automation - Manage external providers and stakeholders: contractualization, invoicing, performance monitoring, tenders - Create and maintain secure, safe and comfortable work environments for all Alaners, in line with our Healthy Business positioning - Interact daily with cross-functional teams: - People — culture, onboarding and offboarding, perks, analytics, labor law - IT — facilities, network, room equipment, process automation, analytics - Security — office and work environment safety policies, crisis reaction - Finance — budget monitoring, taxes, invoicing, cost optimization - Legal — compliance, agreements - Contribute to the "on-call" rotation (daily run Office Management tasks) 👀 THE TWO PROFILES WE'RE LOOKING FOR PROFILE A — OFFICE MANAGEMENT, PROCUREMENT & RSE (LEVEL RANGE TARGETED ON OUR LEVEL GRID: B0-B1) Specific missions - Run day-to-day office operations at Valmy — our Paris HQ: office tours, maintenance follow-up, supply and equipment management - Manage and challenge the full vendor portfolio: onboarding, performance monitoring, contract tracking, invoicing, RFPs - Own office procurement: purchases, budget tracking, cost optimization, reporting - Lead Alan's RSE (Corporate Social Responsibility) approach: audit current practices, benchmark comparable organizations, build a prioritized action plan and drive concrete initiatives Key outcomes by 1 year - Office operations at Valmy are running smoothly and reliably — daily rounds, maintenance follow-up and supply management are handled with no recurring gaps - Vendor portfolio is documented and tracked: contracts, invoices and performance are monitored consistently - Led at least two vendor reviews or benchmarking processes, produced clear findings and took corresponding decisions autonomously - Led an RSE audit: assessed what exists at Alan, benchmarked comparable organizations, proposed a realistic and prioritized action plan, and launched at least 2 concrete actions - Automated at least 3 manual or recurring tasks You may be a great fit if you are: - An Office Manager with 2–4 years of experience, with a procurement or vendor management dimension, from a scale-up or fast-growing company - A Facilities coordinator who has managed multiple vendors simultaneously and owned budget lines - An operational profile with concrete RSE delivery experience PROFILE B: EVENTS, ENGAGEMENT & INTERNAL COMMUNICATION Target level on our level grid: B1-C1 ROLE MISSION Own and develop Alan’s approach to events, engagement and internal communication. You will combine strategic thinking with hands-on execution to create meaningful connection rituals across our different locations and ways of working, while making thoughtful budget and prioritization decisions. SPECIFIC MISSIONS - Define and evolve an annual events and engagement strategy aligned with Alan’s culture, work-from-anywhere policy and international development - Build and deliver a prioritized calendar of global events, local rituals and office-life initiatives, balancing impact, inclusiveness and cost - Bring creativity and resourcefulness to the design of memorable experiences that strengthen belonging across all Alaners, including those in our hubs in France, Belgium, Spain, Canada and beyond - Build and run a consistent internal communication layer around events and office life, working closely with the People team and Knowledge Manager on messaging, timing and formats - Own the events and engagement budget end-to-end: planning, allocation, forecasting, tracking, prioritization, negotiation and reporting - Manage event vendors and partners end-to-end, including agencies, caterers and venues, from sourcing and briefing to contracting, negotiation, invoicing and performance review - Own goodies and branded merchandise, including selection, logistics, stock management and cost tracking - Measure participation, feedback, costs and overall impact to continuously improve our approach KEY OUTCOMES AFTER ONE YEAR - A clear events and engagement strategy, roadmap and set of priorities are defined and shared with key stakeholders - The annual event calendar is delivered on time and within budget - The events and engagement budget is fully owned, accurately tracked and actively managed through clear trade-offs - A balanced portfolio of global events, local rituals and low-cost formats is running across Paris and our hubs - Alaner participation and satisfaction have measurably improved versus the initial baseline - At least one recurring internal communication format is live and running consistently - Creative and inclusive connection rituals have been established between Paris HQ and our different locations - Goodies and merchandise are managed through a clear, reliable and cost-conscious process YOU MAY BE A GREAT FIT IF YOU ARE - An Events, Employee Engagement or Workplace Experience professional who has independently owned projects from strategy through execution - An Internal Communications profile with significant event experience and a strong community-building instinct - A creative and resourceful operator who enjoys finding high-impact solutions within constraints - Someone who combines strong attention to detail with the ability to step back, define priorities and explain the rationale behind your choices - Comfortable managing ambiguity, making trade-offs and working with a broad range of stakeholders REQUIREMENTS - Proven experience independently owning end-to-end events, engagement or workplace experience programmes - Experience managing a meaningful budget, including planning, forecasting, tracking, negotiation and reporting - Demonstrated ability to create original formats and improve engagement through experimentation and iteration - Strong vendor and stakeholder management skills - This role requires four days per week in our Paris office, with one day of remote work possible - Professional fluency in English, spoken and written 🙌 PERKS & BENEFITS https://alan.com/about/life-at-alan/a/perks At Alan, we believe that being in good health is a basic need, and it starts with our employees. This is why Alaners are provided with a stimulating environment and perks ensuring they are happy, efficient and spend only high-quality time with co-workers. Therefore, we offer: - All the tools you need. Top of the range equipment: Macbook Pro, keyboard, laptop stand, monitor, and Bose noise-canceling headphones. - Flexible vacation policy and flexible working hours. Organize your time as you wish. - Transport. Country-specific commuter benefits. - Personal growth through coaching: At Alan, coaching isn't just a perk - it's core to who we are. Every Alaner is paired with a dedicated coach from day one, who helps maximize their impact, nurture engagement, and navigate Alan's values to develop their full potential. Learn more about our coaching culture https://alan.com/en/blog/discover-alan/a/alan-culture-excellence-through-coaching. - Learning & Training opportunities. A highly flexible Training policy free books and budget to attend and speak at conferences if the opportunity arises. - Fair rewards. Generous equity packages complement your base salary. - Delightful healthcare insurance. Extremely comprehensive health insurance - 100% of the contribution covered by Alan for you and your family. - Parental leave. Extended parental leave for all new parents. IMPORTANT NOTE: WE HIRE PEOPLE, NOT ROLES. If you're excited about this opportunity but don't check every box, we'd love to hear from you. Everyone, no matter how underrepresented, should feel free to apply as it can only bring learnings or success. If you identify yourself as a woman: Did you know that research shows women often apply only when meeting 100% of requirements? Remember, this is just a guide, not a checklist. We'll be thrilled to receive your application! 🔖 Check out our About Alan https://alan.com/about and Career https://alan.com/careers pages, as well as our Medium https://medium.com/alan, blog https://blog.alan.com/ and Glassdoor page https://www.glassdoor.com/Overview/Working-at-Alan-EI_IE1696043.11,15.htm for more info.