Receptionist & Office Coordinator

vor 1 Woche

Genf, Genf, Schweiz Richemont Vollzeit

The Michelangelo Foundation for Creativity and Craftsmanship is a non-profit institution based in Geneva which champions contemporary craftspeople worldwide with the aim of promoting a more human, inclusive and sustainable future. The Foundation seeks to highlight the connections between craft, the wider arts and the design world. Its mission is to both celebrate and preserve craftsmanship and its diversity of makers, materials and techniques, by increasing craft's everyday recognition and its viability as a professional path for the next generations. From engaging educational programmes to its signature digital project the Homo Faber Guide and international exhibition the Homo Faber Event, the Foundation is fostering a cultural movement centered on master artisans.

As part of the administrative team, the Receptionist & Office Coordinator oversees the daily running of the main office of the Michelangelo Foundation through a wide and various range of administrative tasks. The Office Coordinator will provide general administrative support to our team, manage calendars for common spaces, restock supplies, and submit maintenance requests as needed. The coordinator will also serve as the first point of contact for many of our guests, greeting office visitors and answering phone and email inquiries. A personable and detail-oriented individual will do well in this role.

Main responsibilities

The main responsibilities of the Office Coordinator are:

  1. Ensure efficient office reception:
    • Reception and welcome of visitors
    • Management of the MFO main telephone line and mail (inbound/outbound), mail internal distribution
    • Management of the Outlook Mailbox
    • Onboarding/offboarding: preparation and monitoring of badges, team mobiles, laptops & accessories. Coordination with IT department when necessary
    • Coordination and monitoring of workspaces and workplaces (internal and external offices)
    • Conference rooms management: reservations and technical problem management
    • Various hospitality reservations (restaurants, farewells, etc.) and meal purchases (catering or pick-up)
    • Preparation of rooms during onboardings, team meetings or miscellaneous
  2. Ensure smooth daily running of the office:
    • Timely communications to team
    • Responsible for the upkeep of the office: order, cleanliness, organization, supplies
    • Management of premises technical aspects and repairs: coffee machine, printer, alarm system, heating/air conditioning, kitchen appliances including fridge
    • Management of local cleaning services, plants, waste disposal management
    • Purchases for the office
    • Management of office supplies, stationery and furniture
    • Responsible for storage and inventories management (artworks & books/catalogues/magazine subscriptions)
    • Supervise and follow up on main offices and storage relocation
  3. Manage and follow-up the overall office logistics and shipments:
    • Via DHL main account, Velo Postal and other shipping suppliers
    • Responsible for multiple national and international shipments (catalogues, gifts, events, etc.)
    • Access and transfers management of materials to/from external warehouse
    • Travel Kit and carnets ATEA management
  4. Provide timely travels and hotel bookings and support to the team, external consultants and other populations, makes inquiries and searches on rates and itineraries
  5. Support the team during the Homo Faber biennial by:
    • Management of the Outlook Mailbox and phone line@Homo Faber
    • Travel booking support and coordination for large population attending the biennial
    • Follow-up of the biennale shipments from/to Venice as well as post event shipments of catalogues
    • Available for any additional demand or project
Required Skills
  • Minimum 2 years' experience in a similar position, with a previous experience in administration or hospitality preferred
  • Fluent in French and English (Italian is an asset)
  • Service oriented, organized, and structured, collaborative spirit
  • Communication and writing skills
  • Proactive, resourceful, energetic and capable of multi-tasking
  • Ability to identify and handle sensitive and confidential information with discretion
  • Proficiency in standard software applications including Outlook, Excel, PowerPoint, and Word
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