Receptionist

Macro Group; Zürich; Hybrid; CHF 50,000 - 65,000; Full time

Job summary

Macro Group in Zurich is seeking a seasoned Receptionist and Office Administrator to deliver professional reception, workplace hospitality, and administrative support for the Zurich office. You will handle visitor management, onboarding, travel arrangements, meetings, supplier liaison and cost recording to keep operations smooth and welcoming.

The role requires strong communication, organisational skills and a service-minded approach, with experience in travel bookings, invoice processing and

Qualifications

• Reception, office administration or workplace coordination experience.
• Strong communication, customer service and relationship-building skills.
• Excellent organisational skills and the ability to manage competing priorities.
• Experience coordinating travel, meetings, events, suppliers and facilities services.
• Good financial administration, invoice processing, record-keeping and reporting skills.

Responsibilities

• Manage telephone calls, emails, visitors and general enquiries.
• Issue visitor badges and coordinate visits from employees at other locations.
• Arrange train tickets, hotels, taxis, and restaurant reservations for employees.
• Coordinate onboarding and offboarding including badges, access, and equipment returns.
• Book meeting rooms, arrange catering, and support internal and external events.
• Handle mail, parcels and courier bookings and manage supplier communications.
• Maintain supplier records, RAMS and cost trackers, and support quarterly reviews.
• Prepare monthly facilities-management reports and ad hoc operational reports.

Skills

Reception experience

Office administration

Customer service

Communication skills

Organisational skills

Tools

Microsoft Office

SharePoint

Invoice processing

Job description

Macro is a recognised global specialist in facilities management, providing cutting‑edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.
We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—shape our culture and guide our decision‑making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.
Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people‑focused culture.

The role is responsible for delivering a professional reception, workplace hospitality, and administrative service while supporting the day‑to‑day operations of the Client’s Zurich office. This includes visitor management, employee onboarding and offboarding, travel arrangements, meeting and event coordination, supplier management, facilities maintenance, financial administration, and operational reporting.

Main Responsibilities

Reception and Visitor Management

• 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.

Travel and Transport Arrangements

• Arrange train tickets, annual travel passes, hotels, taxis, restaurant reservations, and parking for employees.
• Manage travel booking amendments, extensions, and cancellations.

Employee Onboarding and Offboarding

• 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.

Meetings, Events and Workplace Hospitality

• 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.

Mail, Parcels and Courier Services

• Manage incoming and outgoing mail, correspondence, parcels and courier bookings, ensuring accurate recording and distribution.
• Prepare and dispatch marketing materials and gift parcels to customers, employees and event venues, coordinating collections where required.

Supplier and Facilities Management

• 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 mechanical and electrical (M&E) provider, maintaining trackers and supporting reports.
• Assist visiting technicians, verify completed work and elevate unresolved issues.
• Maintain supplier contact lists and ensure Risk Assessments and Method Statements (RAMS) are obtained and stored appropriately in SharePoint.
• Coordinate purchase order and obtain approvals for additional supplier costs.

Financial Administration and Cost Control

• Review and process invoices for travel, refreshments, office supplies, courier services, maintenance and other operational expenses, ensuring appropriate approvals and supporting documentation.
• Coordinate invoice approvals with relevant stakeholders and submit approved invoices to Finance or Macro for payment, as applicable.
• Review monthly variable‑cost and quarterly service invoices against services delivered, resolving discrepancies and clarifying additional charges.
• Maintain the AMEX credit card database, updating records when cards are issued or replaced.

Reporting and Record Management

• Maintain the Master Variable Cost Tracker, recording daily services delivered to the Client’s Zurich office.
• Prepare monthly facilities management reports covering operational indicators and cleaning and M&E services.
• Produce ad hoc operational reports for the CFO, including information unavailable through automated reporting systems.
• Maintain accurate records, databases and trackers to support cost monitoring, service delivery and reporting.

Training and Knowledge Transfer

• Train and coach staff providing reception cover during absences, sharing reception and administrative procedures.
• Promote consistent working practices and ensure service continuity through effective knowledge sharing.

About You

The ideal candidate will have:

• Previous experience in reception, office administration or workplace coordination.
• Strong communication, customer service and relationship-building skills.
• Excellent organisational skills, attention to detail and the 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 the ability to handle confidential information with discretion.
• A willingness to share knowledge, support colleagues and ensure service continuity.

Diversity Statement

We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Me is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally.
Our aim is to help identify and acknowledge individual needs that may impact work‑life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.
Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact [e-mail] to speak to a member of our team.