Operations and Administrative Coordinator

About Eligo Bioscience

Eligo Bioscience is a Paris-based biotech company developing microbiome-targeting therapeutics. We are a science-driven team working on complex, high-stakes problems in a fast-moving field. Our office is the operational hub of a company where precision and reliability matter at every level, from the lab to the administration.

We work in a fully on-site environment, across a mixed team of scientists, operators, and business functions, with English as our working language alongside French.

The role

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.

If you are someone who takes genuine pride in work done correctly, a well-run environment, who does not need to be chased to close a loop, and who handles a busy day of real-time requests without losing track of priorities or letting details slip through the cracks, this role is for you.

What you will do

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

You will work in close daily collaboration with the Head of Finance and Administration on accounting operations. This requires reactivity, discretion, and a solid understanding of recurring accounting processes.

• 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

You will own the operational side of every arrival and departure at Eligo.

• 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

The Coordinator is the operational relay for office H&S compliance. This does not include EHS expertise or lab safety, which sit with the relevant scientific and management functions. Regulatory accountability sits with the H&S Committee and management. The Coordinator ensures the operational layer is maintained, documented, and up to date.

• 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

What we are looking for

Experience & Background

• 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
  

Skills & qualities

• 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

Language

• 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.
  

What we offer

• A CDI position in a science-driven company with real operational impact
• Direct daily collaboration with the COO and Head of Administration and Finance: your work is visible and valued
• A genuinely collegial team in a Paris office that takes its culture seriously
• 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
• Full on-site position: you are the operational anchor of the office, and that comes with real ownership
  

Recruitment process

We keep it short and transparent.

• Step 1: Application review
• Step 2: 30-minute video call with the hiring manager (scope, profile, expectations)
• Step 3: References requested and contacted
• Step 4: 1h30 on-site interviews with the hiring manager, Head of People, Lab Manager, current temp Office Manager, and COO
• Step 5: Decision

We will give every candidate a clear and timely response. We do not leave people waiting.