Office Manager FR/ENG

Job title:

Office Manager FR/ENG

Company

Michael Page

Job description

Reception Duties:

  • Greet and assist visitors in a professional and welcoming manner, ensuring a positive first impression.
  • Manage visitor access, including issuing security badges and handling registration.
  • Handle reception tasks, including answering calls, screening messages, and directing inquiries appropriately.
  • Coordinate transport, refreshments, and catering for visitors and executive guests.
  • Maintain a tidy and professional reception area at all times.

Facility Management and Maintenance:

  • Coordinate with the cleaning team, facility manager, and suppliers to address building issues (e.g., ventilation, coffee machines, dishwashers, filtered taps).
  • Act as the main contact for landlords and oversee building-related activities (two office spaces).
  • Manage parking spaces and access badge systems.
  • Work with architects and suppliers to ensure projects are completed on time and within budget.

Administrative Support:

  • Maintain shared calendars and publish company-wide communications on the intranet.
  • Update and communicate Authorized Representatives & Signatories Lists with relevant stakeholders.
  • Manage expenses, petty cash reports, and credit card reconciliations using SAP CONCUR.
  • Receive and distribute mail and packages. Scan documents to relevant departments.
  • Assist colleagues with modifications to Word and PowerPoint documents.
  • Answer and filter calls and messages as needed.

Meeting and Event Coordination:

  • Schedule and coordinate regular committee meetings.
  • Arrange colleague/team lunches and working lunches with restaurants.
  • Plan and execute seminars, team-building activities, and company events.

Onboarding and Office Operations:

  • Manage onboarding processes, including ordering business cards and preparing lockers and equipment.
  • Order and restock office supplies (e.g., water, coffee, gas canisters, stationery).
  • Maintain and update the company’s internal systems, including contact information and photos for all colleagues.
  • Negotiate rates with suppliers and manage travel reservations and expenses for executives.
  • Update automatic phone messages and inform relevant suppliers of changes to business hours.

Specialized Projects and HR Support:

  • Assist HR with organizing staff training sessions (e.g., first aid, ergonomics).
  • Support the dissemination of internal communications, including videos and posters on the intranet.
  • Ensure timely and efficient delivery of specific projects in collaboration with stakeholders.

International and multicultural environment Bilingual French and English

  • Previous experience in the service industry or in a client-facing role is highly advantageous.
  • Languages: Proficiency in both English and French, written and spoken, is essential.
  • Skilled in using the MS Office Suite (Word, PowerPoint, Outlook).
  • Excellent communication and interpersonal abilities.
  • Capable of effectively interacting with both internal and external stakeholders.
  • Strong attention to detail and problem-solving capabilities.
  • Proactive and resourceful in handling tasks and challenges.
  • Exceptional organizational and multitasking skills.
  • Discretion and professionalism in managing confidential information.
  • Dedication to fostering a positive and efficient office environment.
  • Full alignment with the following core values: Respect, Excellence, Honesty, Humility, and Accountability.

Financial institution

  • Attractive remuneration.
  • An international and supportive company.

Expected salary

Location

Lausanne

Job date

Fri, 11 Apr 2025 22:03:14 GMT

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