Stellenbeschreibung

Summary For our client, an international company, we are looking for a temporary Office Administrator (6 months). Client Details Our client, a successful international company with a targeted growth plan ahead, is now setting up their new office in Switzerland. This Office Administrator role will be based in the new Swiss Office and reports to the Group Head of Human Resources. The successful candidate will be responsible for managing general administrative and facilities-related activities, including front of house and travel arrangements. The incumbent will be expected to liaise closely with stakeholders internally and externally (e.g. Landlord's representatives, suppliers) and will seek at all times to promote the smooth (and compliant) running of the office. Description Administration - Maintaining supplies of stationery and equipment, recording office expenditure and managing the budget - Organising the office layout as required - Creating and managing filing systems as required - Act as the IT point of contact for the Swiss office, assisting with basic IT user issues and liaising as required with IT support in the Manila office as well as other members of the Global IT team and external suppliers as necessary Front of House/ Reception - Meet and greet visitors - Answer and redirect incoming telephone calls & arranging couriers and sorting of incoming and outgoing mail - Booking and management of allocated meeting rooms Facilities - Maintain and monitor the company's compliance with all applicable health and safety laws and standards, reviewing and updating health and safety policies on a regular basis - Perform and record health and safety assessments (e.g. desk top assessments) as required - Maintaining the condition of the office - responsible for co-ordination of building maintenance - ensuring that all plant, electrical and mechanical equipment are maintained and regularly serviced (as appropriate) - Oversee key suppliers (e.g. security, office services, waste disposal, office cleaners, pest control, furniture & equipment) - Co-ordination of larger building/maintenance projects as required Travel & Event Coordination - Business travel arrangements for office staff, including booking flights, accommodation, car hire and taxis - Review all invoices prior to authorisation and perform regular reporting and monitoring of all travel-related costs to maintain competitive rates - Organisation of seminars and conferences as required, including booking of venues and accommodation, arranging transport, meals, documentation and badges Profile - Commercial education or related studies - Several years of experience in a similar role in an international environment - Excellent in (Swiss) German and English, every other language is a plus - Proficient in Microsoft Office package (particularly PowerPoint) and general IT knowledge and ability to trouble shoot basic IT issues is required. - Outstanding interpersonal skills, ability to communicate clearly and concisely and to all audiences is very important in this role - Superior organisational and prioritisation skills, and capable of responding positively to pressure - Proactive, collaborative and helpful to colleagues, following up tasks appropriately and keeping the team and managers up-to-date on activities and progress