Operations & Administration Specialist

About the job

ABOUT US

Half Moon Bay Trading GmbH is the Swiss entity of a small international proprietary trading group specialised in cryptocurrency market making1. with offices in Switzerland, Singapore and Australia. We run a lean team and use external advisers (legal, tax, fiduciary) for specialist work. That makes this role unusually broad for a part-time position: you own the company's administration end to end and are the day-to-day link between the principals, our banks and our advisers.

WHAT YOU WILL DO

Rough split of your time:

• Administration and corporate housekeeping. Correspondence, records and filing, insurance, vendors and office matters. Organisation and preparation of documents for signatures, filings and requests from banks and advisers. You keep the company tidy and audit-ready.
• Banking and payments. Prepare payments on our bank and exchange accounts. Prepare monthly statements and reconciliations for our external accountants and support VAT filings.
• Compliance and legal coordination. Work with external counsel and our fiduciary on regulatory and compliance matters: prepare supporting documents, track open items, keep workstreams moving. Handle KYC and AML documentation requests from banks and counterparties, including certified copies, apostilles and notarisation logistics. Run exchange onboarding end to end: prepare the KYC and KYB pack, liaise with the exchange's compliance team, and track the application until the account is live.
• Corporate filings and authorities. Commercial register filings, document execution and signatures, correspondence with Swiss authorities.

Throughout, you will use AI tools (Claude, ChatGPT or similar) to draft, analyse and automate. We expect you to build simple workflows that remove repetitive work, not just to use AI for the occasional email.

WHAT YOU BRING

• Commercial, administrative or business education (Swiss KV, a degree or equivalent) or relevant experiences. You have done work like this before, for example in a fiduciary, law firm, bank, family office or small company: handling payments, dealing with banks or authorities, keeping records that others relied on.
• Fluent English (our working language), written and spoken. German is an advantage, despite our fiduciary and counsel handling German-language correspondence with authorities where needed. Chinese is an advantage given the international nature of our team.
• Daily, confident use of AI tools for drafting, analysis and building simple automations.
• Basic Python (data cleanup, simple scripts) is a plus.
• Precise, reliable and discreet. You are comfortable handling confidential financial information and payment instructions.
• Self-directed and organised. You decide what matters this week on a three-day schedule and tell us what you need.
• Valid Swiss work permit (B or C) or Swiss, EU or EFTA citizenship, and already resident in Switzerland.

WHAT WE OFFER

• Four weeks of holiday pro rata and yearly discretionary bonus.
• A permanent role with real ownership and direct access to the principals. Decisions are quick and you will see the effect of your work.
• A stable 60% workload at least. Which three days you work is negotiable, and your hours within those days are flexible. The role is on-site in Zurich to begin with; once you know the workflows, home-office days can be discussed.
• The option to increase the workload later if both sides want it.