Office Administrator

As Office Administrator, you will be key in supporting the operations of Man Group's Swiss office based in Pfäffikon SZ. We are an international, primarily English-speaking office, with headquarters in London.

You will report to the Office Manager, working independently and proactively, acting as a key point of contact for the office, deputizing for the Office Manager in her absence. You will also provide high quality support to the wider, global Corporate Real Estate Services (CRES) team and local leadership,

You will be responsible for delivering hard and soft services, including Reception, travel, catering/hospitality, post, stationery, office maintenance, waste management, security, contracts, etc..

You will support with local Health & Safety requirements (e.g., office risk assessments, first aiders, fire wardens, H&S checks etc.) to ensure that Man Group is compliant with all regulatory requirements and follows best practice in all its activities.

In summary, working for a global multidisciplinary office management team delivering excellent customer service to Man Group staff and any clients.

This role could provide the possibility for flexibility and to offer this as an 80% FTE (part-time).

Responsibilities:

Reception & Switchboard

Manage the Reception desk:

• Be the first point of contact; welcome external visitors, serve refreshments.
• Answer and redirect incoming telephone calls (in German and English).
• Occasional taxi booking.
• Check on meeting rooms and troubleshoot any issues.
• Assist with travel booking and other arrangements for colleagues’ business travel.
• Complete and control expense reports for Sales team members.
• Support the planning and execution of internal and external events (Summer & Winter staff parties) and support with the décor for miscellaneous office events (e.g. Pride and other Diversity, Equity and Inclusion events).
• Raise Purchase orders, onboard new suppliers and ensure (with Accounts Payable team) invoices are processed and paid.
• Provide management information/data analysis/reporting as required.

Internal Services

• Receive and distribute post, parcel and couriers. Manage postal supplies.
• Maintain office orderliness. Order kitchen, stationery and other office supplies.
• Manage Legal Signatures mailbox, get important documents signed.
• Oversee offsite archiving, including destruction of aged archiving and intake of new archiving. Maintain office archive list.
• Ensure good working relationships with the Landlord and/or building management.
• Support the Office Manager to co-ordinate and oversee third party contractors including but not limited to, cleaning, waste management and recycling, office maintenance, access control etc. engaging with building management/landlord where required.

Health & Safety

• Support the Office Manager to ensure the following:

  • the office complies with local regulations on office fire evacuations.

• ensure the Accident, Incident & Near Misses process is completed.

Key Skills & Experience:

• The role would suit someone with a KV education (or similar). Experience gained in a similar role would be an advantage.
• We are looking for a motivated, service-oriented person, with a proactive mindset and good organizational skills. You have an eye for detail, work in a structured and independent manner, able to multitask and remain calm under pressure.
• Personable and able to develop relationships at all levels in the organisation with particular emphasis on customer service excellence. Encourage collaboration and teamwork.
• You are proficient in German and English, both orally and in writing. PC literate: proficiency in Microsoft Office.
• As the role is primarily about the office, working from home is not encouraged except in adhoc exceptional circumstances.