Front Desk & Facilities Coordinator (Zurich)

Macro; Zürich; On-site; CHF 60,000 - 90,000; Full time

Job summary

Macro, Zurich, is seeking a proactive Reception & Facilities Administrator to deliver a professional reception, workplace hospitality and administrative services for the Zurich office. You will handle visitor management, onboarding/offboarding, travel arrangements, meeting coordination, supplier and facilities management, financial administration and operational reporting.

The role requires strong communication, organisational skills and experience coordinating travel, meetings, events,

Qualifications

• Previous experience in reception, office administration or workplace coordination.
• Strong communication, customer service and relationship-building skills.
• Excellent organisational skills, attention to detail and ability to manage competing priorities.
• Experience coordinating travel, meetings, events, suppliers and facilities services.
• Good financial administration, invoice processing, record-keeping and reporting skills.
• Proficiency in Microsoft Office and maintaining accurate databases and trackers.
• A proactive, flexible and solutions-focused approach, with the ability to work independently and collaboratively.
• Professional conduct and ability to handle confidential information with discretion.
• Willingness to share knowledge and support colleagues.

Responsibilities

• Manage telephone calls, emails, visitors and general enquiries, directing requests or escalating issues as necessary.
• Issue visitor badges, maintain visitor records and coordinate visits from employees based at other locations.
• Resolve workplace enquiries and complaints where possible, escalating issues to the relevant Facilities Manager or technical contact.
• Prepare quarterly HR reports on visiting employees, including names, positions and base locations.
• Arrange train tickets, annual travel passes, hotels, taxis, restaurant reservations, and parking for employees.
• Manage travel booking amendments, extensions, and cancellations.
• Coordinate employee arrivals and departures, including access badges, lockers, parking permits and workstation preparation.
• Maintain employee records covering emergency contacts, access details, vehicle registrations and business continuity information.
• Coordinate company equipment returns and deactivate access credentials, badges and credit cards when employees leave.
• Arrange welcome gifts and hospitality for new employees.
• Book and prepare meeting rooms, arrange refreshments and catering, and ensure rooms are ready for use.
• Support internal and external events by preparing badges, attendance lists, information packs, gifts and other materials.
• Coordinate catering, buffet setup, replenishment and post-event clearing, ensuring leftover food is stored appropriately.
• Order and replenish refreshments, kitchen consumables and office essentials.
• Manage newspaper subscriptions, online account access and renewals, and maintain workplace presentation.
• Coordinate suppliers and service providers for maintenance, repairs, cleaning, confidential waste disposal, gardening and other facilities services.
• Monitor supplier performance, follow up on outstanding requests and participate in quarterly service reviews.
• Coordinate Planned Preventive Maintenance (PPM) with the M&E provider, maintaining trackers and supporting reports.
• Assist visiting technicians, verify completed work and elevate unresolved issues.
• Maintain supplier contact lists and ensure RAMS are obtained and stored in SharePoint.
• Coordinate purchase orders and obtain approvals for additional supplier costs.
• Review and process invoices for travel, refreshments, office supplies, courier services, maintenance and other operational expenses.
• Coordinate invoice approvals with relevant stakeholders and submit approved invoices to Finance or Macro for payment.
• Review monthly variable-cost and quarterly service invoices against services delivered, resolving discrepancies and clarifying charges.
• Maintain the AMEX credit card database, updating records when cards are issued or replaced.
• Maintain the Master Variable Cost Tracker and monthly facilities management reports.
• Produce ad hoc operational reports for the CFO.
• Maintain accurate records, databases and trackers to support cost monitoring, service delivery and reporting.
• Train and coach staff providing reception cover during absences and ensure service continuity.

Skills

Reception experience

Customer service

Organisational skills

Communication skills

Problem solving

Tools

Microsoft Office

SharePoint

Job description

Macro, Zurich, is seeking a proactive Reception & Facilities Administrator to deliver a professional reception, workplace hospitality and administrative services for the Zurich office. You will handle visitor management, onboarding/offboarding, travel arrangements, meeting coordination, supplier and facilities management, financial administration and operational reporting.

The role requires strong communication, organisational skills and experience coordinating travel, meetings, events,