Receptionist

About Us

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.

Location Switzerland Zurich

Working Location Category Placed

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.

About The Role

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 f