Office & Workplaces Coordinator

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. 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 that guide our approach to work, such as:

• 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:

• 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

• 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

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.

• 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

• 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

• 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

• 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

We'll be thrilled to receive your application!

🔖 Check out our About Alan and Career pages, as well as our Medium, blog and Glassdoor page for more info.