Reception & Office Coordinator (40â50%)
Reception & Office Coordinator (40â50%)
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Department
We are seeking a committed personable and dedicated Receptionist & Office Coordinator to join our front desk team consisting of two permanent employees. As the face of the company you will ensure smooth reception operations and take charge of a wide range of organizational administrative and facility-related tasks. The role is part-time with working hours primarily from Tuesday to Thursday requiring flexibility for occasional coverage on Mondays Fridays and during team holidaysapproximately five weeks per year. You will play a key role in both guest management and maintaining an efficient well-presented workspace stepping into facility duties especially during absence periods.
Position & Requirements
Reception & Visitor Management
- Warmly welcome and assist guests to a 5-star service standard including registration/deregistration and incoming goods inspection
- Provide beverage service and ensure guest comfort
- Maintain the reception area and ensure the overall presentability of business premises (flowers cleanliness etc.)
- Professionally handle the companys main phone line answer and forward calls relay messages
- Manage and monitor employee requests around guest visits and facility matters
- Handle incoming and outgoing mail including franking registered items and documentation as well as courier logistics e.g. DHL bike courier
- Support onboarding processes for new employees
- Manage employee and visitor access incl. badge issuance maintain access systems and documentation
- Manage reception calendar (Microsoft 365) and update Teams channels and memos
Office Management & Coordination
- Organize client lunches internal catering and assist in setting up and supporting internal events which can include service of participants at times
- Ensure presentability overall presentability of business premises (including flowers and tidiness) from a reception perspective
- Coordinate external service providers (cleaning maintenance etc.)
- Coordinate office supply orders incl. beverages fruit flowers etc. and monitor and control respective deliveries
- Manage garage parking spaces and access authorizations
Further activities and tasks
- Assistance with business travel expense control and reporting
- Participate in safety and evacuation trainings and oversee garage access authorizations
- Preparation of selected facility and reception related communication measures
- Oversee archive organization and file management
- Continuously optimize the sustainability profile for front-desk activities
- Support minor repairs and maintenance (optional not required)
Candidate Profile
- Completed Commercial training or equivalent experience
- Proven track record in a similar role or sole-responsible position
- Experience in hospitality or gastronomy are a strong asset
- High service orientation ability to stay composed under pressure resilient discretion and professional demeanour
- Highly organized proactive and technically competent
- Proficiency in German and English; French language skills are advantageous
- Strong command of MS Office (Outlook Teams Planner Excel etc.)
- Excellent communication and interpersonal skills
- Independent reliable and discreet work style
- Flexible attitude toward vacation/sick leave coverage
- Team-focused and solution-oriented personality
All applications will be treated with the utmost confidentiality. An assessment and integrity test may be used in the selection procedure.
Robeco Recruiting Team
Required Experience:
IC
Employment Type
Part-Time
