Office Manager FR/ENG

• International and multicultural environment
  
  • Bilingual French and English

About Our Client

Financial institution

Job Description

Reception Duties:

• Greet and assist visitors in a professional and welcoming manner, ensuring a positive first impression.
• Manage visitor access, including issuing security badges and handling registration.
• Handle reception tasks, including answering calls, screening messages, and directing inquiries appropriately.
• Coordinate transport, refreshments, and catering for visitors and executive guests.
• Maintain a tidy and professional reception area at all times.

Facility Management and Maintenance:

• Coordinate with the cleaning team, facility manager, and suppliers to address building issues (e.g., ventilation, coffee machines, dishwashers, filtered taps).
• Act as the main contact for landlords and oversee building-related activities (two office spaces).
• Manage parking spaces and access badge systems.
• Work with architects and suppliers to ensure projects are completed on time and within budget.

Administrative Support:

• Maintain shared calendars and publish company-wide communications on the intranet.
• Update and communicate Authorized Representatives & Signatories Lists with relevant stakeholders.
• Manage expenses, petty cash reports, and credit card reconciliations using SAP CONCUR.
• Receive and distribute mail and packages. Scan documents to relevant departments.
• Assist colleagues with modifications to Word and PowerPoint documents.
• Answer and filter calls and messages as needed.

Meeting and Event Coordination:

• Schedule and coordinate regular committee meetings.
• Arrange colleague/team lunches and working lunches with restaurants.
• Plan and execute seminars, team-building activities, and company events.

Onboarding and Office Operations:

• Manage onboarding processes, including ordering business cards and preparing lockers and equipment.
• Order and restock office supplies (e.g., water, coffee, gas canisters, stationery).
• Maintain and update the company's internal systems, including contact information and photos for all colleagues.
• Negotiate rates with suppliers and manage travel reservations and expenses for executives.
• Update automatic phone messages and inform relevant suppliers of changes to business hours.

Specialized Projects and HR Support:

• Assist HR with organizing staff training sessions (e.g., first aid, ergonomics).
• Support the dissemination of internal communications, including videos and posters on the intranet.
• Ensure timely and efficient delivery of specific projects in collaboration with stakeholders.

The Successful Applicant

• Previous experience in the service industry or in a client-facing role is highly advantageous.
• Languages: Proficiency in both English and French, written and spoken, is essential.
• Skilled in using the MS Office Suite (Word, PowerPoint, Outlook).
• Excellent communication and interpersonal abilities.
• Capable of effectively interacting with both internal and external stakeholders.
• Strong attention to detail and problem-solving capabilities.
• Proactive and resourceful in handling tasks and challenges.
• Exceptional organizational and multitasking skills.
• Discretion and professionalism in managing confidential information.
• Dedication to fostering a positive and efficient office environment.
• Full alignment with the following core values: Respect, Excellence, Honesty, Humility, and Accountability.

What's on Offer

• Attractive remuneration.
• An international and supportive company.

Quote job ref

JN-042025-6715694

Job Function

Office & Management Support

Specialisation

Bi-lingual Secretary

Industry

Financial Services

Location

Lausanne Region

Contract Type

Permanent

Job Reference

JN-042025-6715694