Office Manager

Role Overview

• Welcome visitors and manage all front‑of‑house duties, acting as the first point of contact for calls and enquiries.
• Manage incoming/outgoing post, including scanning and distributing.
• Oversee office supplies, equipment, access cards, and CCTV systems.
• Ensure meeting rooms are prepared and functioning.
• Coordinate cleaning and workspace maintenance in line with facility standards.
• Support workspace planning and the development of high‑quality office environments.
• Lead all Security and Facility Management audits and certification programmes for the Zurich office.
• Manage archiving and secure document disposal.
• Maintain evacuation plans, fire‑safety procedures, and adherence to workplace policies.
• Onboard new Swiss and international vendors.
• Raise purchase orders and goods‑received documentation.
• Work with Accounts Payable to ensure timely invoice processing.
• Negotiate with suppliers, including hotels and travel partners.
• Deliver smooth onboarding for new employees.
• Coordinate internal events, workshops, and external venue bookings.
• Support travel arrangements and rate negotiations when needed.
• Provide cross‑office support for Zurich, Basel, Baden, and Geneva.
• Manage the global travel platform account, including access and operational oversight.
• Oversee the Zurich office lease, working proactively with the landlord.

Requirements

• Experience in office or facilities management.
• Strong organisational skills and confident decision‑making.
• Excellent communication skills and professional presence.
• High attention to detail and strong problem‑solving abilities.
• Ability to work independently and manage multiple priorities.
• A proactive, friendly, and collaborative style.
• Fluency in English and German.
• Strong MS Office skills.