Administration and facility officer

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Administration and Facility Officer, Vaud

Client: Interiman

Location:

Job Category:

Other

Job Reference:

8f0e28f4d2f0

Job Views:

4

Posted:

25.04.2025

Expiry Date:

09.06.2025

Job Description:

Introduction

For one of our clients based in Nyon, we are looking for:

Administration and Facility Officer

Temporary position starting from 06.01.2025 to 30.08.2025
50% activity rate - mandatory attendance every morning

Responsibilities:

• Present the company to external guests and internal staff as a professional, transparent, and proactive culture with a ‘service-first' mentality.
• Structuring and managing the Reception Desk, and in particular:
• Acting as a first point of contact for external visitors and suppliers and maintain a trusting relationship with them.
• Welcoming guests and visitors and ensuring the meeting room is set up correctly beforehand (coffee break and water).
• Answer reception telephone, forward calls, take messages, and provide general information.
• Manage the generic email inbox and forward to corresponding colleagues.
• Receive and sort incoming mail and deliveries and manage outgoing mail and shipments.
• Maintain and improve office conditions, working on implementing agreed renovation projects and arranging necessary repairs.
• Monitor and manage inventory of office supplies; order and distribute as necessary.
• Assist with office layout planning when needed and identify opportunities for process and office management improvements.
• Manage the delivery of the office budget in accordance with the annual plan.
• Support in planning in-house or off-site activities such as staff gatherings.
• Support the Senior Leadership Team (i.e., the 5 Directors who report to the CEO) with administrative tasks such as expense reporting, booking, and arranging travel, transport, and accommodation.
• Prepare equipment for new joiners (badges, uniform order, branded welcome kit) and support them with accommodation needs.
• Work closely with the CEO and Executive Office Assistant to carry out joint office-related projects as requested and approved by the CEO and the Director of Operations and Finance.
• Organise and manage on-site events for members up to 40 participants (accommodation, lunch/dinner reservations, equipment rental).
• Support the Event Team in coordinating the annual General Assembly, managing administrative tasks linked to the event, such as creating name badges and table cards, and managing the welcome desk abroad during these events.
• Support the Head of People and Culture on various staff and cultural activities, such as helping to organise and deliver staff events and internal communications.

Profil Attendu:

• 2-3 years of experience in a similar role – in Switzerland.
• Experience within an international and highly political environment.
• Proficient knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint, and Teams) and virtual meeting software (MS Teams, Zoom, Skype).
• Fluent in French and English.
• All aspects of office and reception management experience and aptitude.
• Proven ability to prioritize a diversified workload.
• An extremely organised, methodical, and solution-oriented personality with excellent time and project management skills.
• Demonstrated hands-on attitude, effectiveness in being proactive and taking initiatives.
• A team player who is also able to work independently.
• Strong interpersonal, networking, and communication skills.
• Ability to engage with stakeholders at all levels internally and externally.
• Flexible with proven service orientation.
• Collaborative and resourceful with a positive mindset.