Office Operations Leader

Proclinical; Zürich; On-site; CHF 90,000 - 110,000; Full time

Job summary

Proclinical seeks an Office Manager to oversee daily operations in a Zürich-based professional office. You will ensure efficient business support, facilities management, compliance, and effective coordination with employees, management, suppliers, and external stakeholders.

You will manage office services, onboarding/offboarding, records, invoices, expenses, and supplier payments, while maintaining VAT and regulatory compliance and supporting payroll administration where needed.

Qualifications

• Experience in office management or a similar administrative role.
• Strong understanding of financial and administrative processes.
• Excellent organizational and time-management skills.
• Ability to work independently and manage multiple tasks effectively.
• Proficiency in SAP Business One and Microsoft Office.
• Strong interpersonal skills to collaborate with management, employees, suppliers, and international teams.

Responsibilities

• Manage daily office operations, ensuring a safe, efficient, and professional workspace.
• Oversee facilities maintenance, cleaning, security, utilities, and office services.
• Coordinate with contractors, suppliers, and service providers, including obtaining quotes and managing relationships.
• Ensure compliance with health and safety procedures, risk assessments, and workplace requirements.
• Maintain and service company equipment and facilities.
• Manage office supplies, procurement, and inventory.
• Provide administrative support across the employee lifecycle, including onboarding and offboarding.
• Maintain accurate employee records and manage annual leave calendars.
• Assist with employee relations matters, policies, and procedures.
• Support financial and administrative activities, including processing invoices, expenses, and supplier payments.
• Liaise with accountants, payroll providers, and external stakeholders for financial and statutory requirements.
• Assist with VAT, VIES, Intrastat, and other financial reporting.
• Support payroll administration and operational expenditure monitoring.
• Develop and maintain administrative processes to improve efficiency.
• Ensure compliance with company policies, employment legislation, and regulatory requirements.
• Support the implementation of company initiatives, projects, and process improvements.
• Manage and maintain administrative systems, databases, and filing systems.
• Prepare reports, spreadsheets, and other documentation as needed.
• Provide direct support to senior management, including coordinating meetings, travel, and events.
• Facilitate communication between management, employees, and external stakeholders.
• Identify operational issues and implement practical solutions.

Skills

Office management

Business operations

Organizational skills

Interpersonal skills

SAP Business One

Microsoft Office

Tools

SAP Business One

Microsoft Office

Job description

Proclinical seeks an Office Manager to oversee daily operations in a Zürich-based professional office. You will ensure efficient business support, facilities management, compliance, and effective coordination with employees, management, suppliers, and external stakeholders.

You will manage office services, onboarding/offboarding, records, invoices, expenses, and supplier payments, while maintaining VAT and regulatory compliance and supporting payroll administration where needed.