Office Operations Coordinator

Ignite Next GmbH; Lausanne; Hybrid; CHF 70.000 - 100.000; Vollzeit

Zusammenfassung

Corintis is seeking an Office Operations Coordinator to join our Lausanne office on-site. You’ll own the office experience, support operations, and handle events, travel, vendor relations, and more to keep the workplace running smoothly.

You’ll coordinate office moves, manage scheduling, and support executives with daily administrative needs, ensuring a high level of service for employees and visitors in a dynamic, team‑oriented environment.

Qualifikationen

• 5+ years of experience in workplace management, executive assistance, or event coordination.
• Strong organizational skills and attention to detail.
• Hands-on approach and willingness to assist with small tasks.
• Customer-centric service mindset.
• Ability to manage travel, vendor relations, and events.
• Excellent communication with internal teams and external partners.
• Adaptability in a fast-paced environment.

Aufgaben

• Admin & Office Logistics: Oversee day-to-day office functions, including managing office supplies, food orders and vendor coordination.
• Office Moves and Logistics: Lead and manage all aspects of office relocations and improvements, from coordinating with vendors to ensuring a seamless transition.
• Executive Assistance: Support high-level executives with daily administrative needs, such as scheduling board meetings, vendor and investor meetings and handling emails.
• Event & Conference Coordination: Organize and execute internal and external company events across multiple regions, from internal team events to managing full conference attendance.
• Travel and Scheduling Support: Manage travel arrangements for executive business trips, including flights, hotels, and transportation.
• Visitor and Office Support: Be the welcoming face of the office for visiting guests, including partners and journalists.
• External Communication & Logistics: Be the point of contact for external vendors, contractors, and partners; manage deliveries.
• Leading Operational Projects: Lead cross-functional projects to improve office operations.

Kenntnisse

Office Management

Executive Support

Event Coordination

Travel Arrangements

Vendor Management

Strong Communi­cation

Multitasking

Adaptability

Jobbeschreibung

Working with many of the world’s largest tech companies, our solutions improve compute sustainability and tackle the excessive electricity consumption associated with data centre cooling, which consumes more electricity than New York and London combined.

Ranked as the No.1 Engineering startup in Switzerland for 2025, Corintis offers a friendly and team-oriented workplace, bringing together 105 people from over 35 nationalities to solve the most significant computing challenges of tomorrow. Based in the EPFL Campus in St. Sulpice, we are closely connected to the local ecosystem and are located a few minutes' walk from Lake Geneva.

The Role

We’re looking for an Office Operations Coordinator to work on-site at our office in Lausanne.

You’ll own the office experience, support our operations and act as the logistical wizard behind internal events, international travel, vendor relations and more. Whether it’s planning an office move, managing conference logistics, making sure the office stays stocked and supplied, or offering management support to executives, you’ll be the person we trust to get it done.

Key Responsibilities:

• Admin & Office Logistics: Oversee day-to-day office functions, including managing office supplies, food orders and vendor coordination. You’ll also be responsible for ensuring the office is equipped with everything employees need (e.g., pens, desks, coffee).

• Office Moves and Logistics: Lead and manage all aspects of office relocations and improvements, from coordinating with vendors to ensuring a seamless transition for all employees. Working to maximise space and coordinate seating.

• Executive Assistance: Support high-level executives with daily administrative needs, such as scheduling board meetings, vendor and investor meetings and handling emails.

• Event & Conference Coordination: Organize and execute internal and external company events across multiple regions, from internal team events and special celebrations to managing full conference attendance. This covers all the logistics, flights, hotels, meeting rooms, flyers, displays, and on-the-ground coordination for team members, ensuring everything runs smoothly and professionally.

• Travel and Scheduling Support: Manage travel arrangements for executive business trips, including flights, hotels, and transportation with our travel platform. Coordinate travel schedules to ensure consistency, including visa processing and travel document management.

• Visitor and Office Support: Be the welcoming face of the office for visiting guests, including partners and journalists. You’ll also act as the go‑to person for any employee or visitor who may need help navigating the office or logistical support.

• External Communication & Logistics: Be the point of contact for external vendors, contractors, and partners. You’ll also manage any incoming shipments, all deliveries, ensuring they are handled efficiently.

• Leading Operational Projects: Lead cross‑functional projects that keep the company running smoothly, such as organizing all‑company meetings, negotiating pricing with vendors, managing budgets, and rolling out new tools or processes to improve how the office operates.

Requirements

• Experienced: 5+ years of experience in workplace management, executive assistance, office operations, or event coordination.

• Organized: You thrive on managing logistics and keeping everything in order, from office supplies to complex travel arrangements.

• Detail‑Oriented: You are a master of the details, from ensuring the right travel accommodations to making sure events run smoothly, no detail escapes you.

• Hands‑On: No task is too small for you. Whether it's stocking the fridge, tidying up a meeting room, or setting up chairs before a meeting, you jump in without hesitation, because you know a smooth‑running office is built on all those small things.

• Customer‑Centric: You have a service‑oriented mindset and can adapt to various needs, always ensuring a high level of satisfaction for both employees and visitors.

• Resourceful: You can solve problems quickly and efficiently and always know who to call to get things done.

• Multitasker: Whether it’s coordinating an office move, booking travel, or managing an event, you can handle multiple projects at once without breaking a sweat.

• Excellent Communicator: Whether you’re coordinating with external vendors, helping a team member, or briefing an executive, your communication is clear and effective.

• Adaptable & Flexible: You’re comfortable with ambiguity and thrive in a fast‑paced environment. Whether you’re handling office logistics, managing vendor relationships, or booking flights for executives, you adapt with ease.

This Will Be a Great Fit If...

• You are a highly detail‑oriented person who naturally notices what others may miss.

• You bring structure and order to even the most chaotic of environments.

• You enjoy all aspects of making the workplace a comfortable and enjoyable place to be.

• You are a friendly and welcoming individual who is capable and comfortable communicating with anyone.

This Won’t Be the Right Role if You...

• Struggle to take initiative.

• Are not a detail orientated individual.

• Do not enjoy being the go‑to person for suppliers and vendor management.

• Need validation for every task