✨ Summary

As Swan grows across multiple geographies, our offices and environmental impact play a pivotal role in shaping our internal culture.

In this role, you will take full ownership of our workplace experience across Paris, Barcelona, and Berlin, with potential expansion to new locations such as Italy and Belgium.

✨ Your mission

Your primary mission is to make Swan’s workspaces inspiring, sustainable, and efficient environments for our teams — in Paris and beyond — while helping the company step up its environmental and social impact practices.

✨ Main tasks

• Manage our headquarters in Paris (~200 people): maintenance, repairs, office improvements, daily operations, and service provider coordination.

• Follow and regularly update the seating plan for our Paris office and coordinate team relocations

• Manage onsite security, maintain all regulatory health and safety documentation, and coordinate security and safety training initiatives

• Own relationships with landlords, office suppliers, facility vendors, and key service contracts (cleaning, security, catering, etc.).

• Oversee the setup, maintenance, and scaling of our offices in Amsterdam, Barcelona and Berlin — and lead potential openings in new cities.

• Coordinate with our IT, Events & People teams to ensure a smooth in-office experience and logistics for internal events.

• Follow the travel and expense policy and ensure it is clear, compliant, and cost-efficient.

• Drive impact initiatives, including carbon footprint reporting, action planning, sustainability projects, and diversity and accessibility initiatives.

• Explore and assess potential certifications like B-Corp and act as a facilitator on ESG topics across teams.

• Collaborate cross-functionally with People, Finance, and Legal to align facility operations and impact strategy with company objectives.

• Own and coordinate internal company events, such as onboarding apéros, breakfasts, to foster team engagement and a strong company culture.

✨ Your team

You’ll join a dynamic People team focused on delivering an exceptional employee experience. The People Team is composed of passionate individuals who care deeply about people, sustainability, and scalable culture.

Our team operates with a strong focus on employee experience and operational excellence. We are a small but impactful team with HR, Talent Acquisition, and Office roles working hand-in-hand with business and tech teams. You’ll report to the Chief People Officer and work closely with local office stakeholders, the finance department, and external providers.

✨ You’re a great match if:

• You have 2-3+ years of experience in office, facility, or workplace management, preferably in an international and/or scale-up environment.

• You have strong organizational and negotiation skills, with the ability to manage multiple projects, sites, and vendors.

• You are environmentally conscious and have already worked on sustainability topics (carbon footprint, green policies, diversity & inclusion, etc.).

• You are fluent in French and English, and comfortable collaborating across geographies and functions.

• You are proactive, resourceful, and service-minded, always one step ahead of potential office or impact challenges.

• You’ve previously worked on remote site management and/or office openings in multiple countries (a big plus!)

• Our ideal teammate: Empathetic. Skilled. Frank. We love to challenge each other, and we leave our egos at the door.

It’s okay if you don’t tick all the boxes — don’t let imposter syndrome prevent you from applying! 🙌

Swan is committed to providing a caring work environment for all employees, regardless of age, sex, disability, sexual orientation, race, religion, or belief.

When it comes to recruitment, we’re interested in your work experience, skills, and overall personality. Because diversity makes the workplace stronger and is necessary for Swan’s success, we are intensifying efforts to incorporate concrete actions to help us improve in this area.

• A 30-min video call with our Talent Acquisition Manager, to get to know you, understand your career expectations and answer your questions

• One hour to get to know your future manager

• An interesting Business Case that will give you more insights about your future challenges

• A Peer Interview to get to know some of your future team members

• Final Interview with our Chief People Officer to give you a high level vision of the job