Administrative & Back Office Coordinator (h/f/d) 100%

Spotted; Lausanne; Vor Ort; CHF 70.000 - 110.000; Vollzeit

Zusammenfassung

Spotted in Lausanne is seeking an Administrative & Back Office Coordinator (h/f/d) to keep finance, HR and office operations running smoothly. This varied role offers responsibility and direct interaction with management in a biotech/healthcare environment.

You will handle day-to-day administration, invoicing, expenses and VAT reporting, support HR onboarding, coordinate vendors and meetings, and maintain website content and communications.

Qualifikationen

• Experience in administration, back office, bookkeeping or office management.
• Knowledge of invoicing, expenses, bookkeeping and cost tracking.
• HR administration and employee onboarding experience.
• Proficient with Excel or Google Sheets and digital tools.
• Structured, proactive, independent and detail-oriented with multi-tasking ability.
• Excellent written and spoken English; French is highly desirable.
• Experience in biotech/healthcare or startup environments is a plus.

Aufgaben

• Manage day-to-day administration and back-office activities, including company records, contracts and internal documentation.
• Process and track invoices, expenses and payments and prepare documentation for accounting, fiduciary services and Swiss VAT reporting.
• Support HR administration and coordinate onboarding and offboarding, including access, equipment and documentation.
• Ensure smooth office operations and coordinate suppliers, purchases, equipment, maintenance and external service providers.
• Support management with meetings, scheduling, travel arrangements and general coordination.
• Keep website content, presentations and company materials up to date and support LinkedIn and other communication channels.
• Monitor deadlines, open tasks, contracts and ongoing administrative topics, ensuring that nothing falls through the cracks.

Kenntnisse

administration

back office

bookkeeping

office management

invoicing

HR administration

Excel or Google Sheets

English

French (desirable)

Tools

Excel

Google Sheets

Jobbeschreibung

Keep administration, finance, HR and office operations running smoothly - with a varied role, plenty of responsibility and direct interaction with management.

Administrative & Back Office Coordinator (h/f/d) 100%

Location: Lausanne | 100% | On-site | Start: As soon as possible or by agreement

For one of our clients, a dynamic company in the biotech / healthcare sector, we are looking for a reliable and well-organized Administrative & Back Office Coordinator (h/f/d). In this versatile role, you will be a key point of contact for administrative, financial and organizational matters, ensuring that day-to-day operations run smoothly and efficiently.

Your Responsibilities

• Manage day-to-day administration and back-office activities, including company records, contracts and internal documentation

• Process and track invoices, expenses and payments and prepare documentation for accounting, fiduciary services and Swiss VAT reporting

• Support HR administration and coordinate onboarding and offboarding, including access, equipment and documentation

• Ensure smooth office operations and coordinate suppliers, purchases, equipment, maintenance and external service providers

• Support management with meetings, scheduling, travel arrangements and general coordination

• Keep website content, presentations and company materials up to date and support LinkedIn and other communication channels

• Monitor deadlines, open tasks, contracts and ongoing administrative topics, ensuring that nothing falls through the cracks

Your Profile

• You have experience in administration, back office, bookkeeping, office management or a similar role

• You have good practical knowledge of invoicing, expenses, bookkeeping and cost tracking

• You have experience with HR administration and employee onboarding

• You are confident using Excel or Google Sheets and comfortable working with digital tools

• You are structured, proactive, independent and detail-oriented, with the ability to manage multiple topics simultaneously

• You have strong written and spoken English skills; French is highly desirable

• Experience in a startup, biotech, medtech, healthcare or technical environment is an advantage, but not essential

What We Offer

• A varied and versatile position covering administration, finance, HR, office management and communication

• A high level of autonomy and responsibility, with the opportunity to actively shape processes and workflows

• Direct collaboration with management and a wide range of internal and external stakeholders

• A central cross-functional role with insight into different areas of the business

• A dynamic and modern working environment in Lausanne

• The opportunity to contribute your own ideas and improve administrative processes

• A role where your organization, reliability and initiative have a direct impact on the company