Office Manager
vor 5 Monaten
As Office Manager, you will be the first point of contact of our Swiss branch and for our Switzerland-based employees. You will partner with our headquarter teams on finance/legal/HR related matters and ensure the compliance of the related activities with GENFIT Group policies. Your role will be essential for the smooth operation of GENFIT’s Swiss subsidiary. This position requires daily collaboration with local supporting partners and authorities in all administrative and legal matters.
This position is not eligible to remote working, presence at the office every day is mandatory.
**MISSIONS**:
Your responsibilities include, but are not limited to:
- Finance:
- As the local SAP expert, create all purchase orders, ensure all contracts and invoices for the Swiss branch are reflected accurately and in a timely fashion in SAP, as per the Group process;
- Provide training and day to day support to the local team;
- Review/approve the task performed by suppliers;
- Submit and review expense approvals for business trips;
- Review corporate credit/debit card reports and related receipts;
- Ensure that the Swiss operations comply with the Group Finance and Internal Audit policies and processes;
- Act as the local point of contact for the team and for the external accounting firm;
- Purchasing:
- Coordinate general purchasing activities;
- Legal & Administration:
- Ensure first level of review of contracts, assist with contract management and compliance, and respond to inquiries from management, employees or external partners;
- Maintain records and to generate reports or to roll out processes ensuring their compliance with GENFIT Group policies;
- Human Resources:
- Assist with HR administrative activities and HR processes, such as time, vacation and leave tracking or employee onboarding;
- Support the local roll-out of Corporate trainings;
- IT:
- Assist with maintaining IT infrastructure and liaise with IT support provider;
- Office management:
- Maintain office services and efficiency by organizing office materials, operations and procedures, controlling correspondence, designing and maintaining filing systems, reviewing and approving supply requests;
- Maintain files and confidential records, build databases of documents, contracts, partners and providers;
- Liaise with landlord and building concierge, plan and maintain office layout, equipment, and organize new real estate and moves to accompany company growth;
- Provide other administrative support as necessary, including dealing with correspondence and phone calls on behalf of the company, and drafting letters and reports;
- Provide administrative support to executives by managing calendars, arranging travel plans, handling expense reports, scheduling group meetings, reserving rooms, organizing agendas, accommodation and transport for guests.
**PROFILE**:
- You have completed a higher education degree in finance, administration, accounting or a related field, Federal Diploma (eidg. FA) preferred;
- You have at least 4 years of related experience in an international organization, with a preference for a fast-paces environment (biotech or start-up);
- You possess a general financial literacy; a prior experience with SAP by Design (ERP) is a plus;
- You are able to communicate fluently, both orally and in writing, in English, German and French;
- You are technically savvy and proficient in use of Microsoft Word, Excel, and PowerPoint;
- You can demonstrate strong organizational skills and good time management with a keen attention to detail;
- You are organized, structured, careful, and know how to work efficiently in a fast-paced environment;
- You show a sense of discretion and trustworthiness and are able to handle confidential information appropriately;
- You have the autonomy, flexibility and adaptability to work in a biotech company.
**With respect to recruitment, GENFIT commits to providing equal treatment to all applicants, regardless of gender, age, sexual orientation, ethnicity, race, citizenship, disability status, religion, or any other discriminatory characteristic under applicable laws.
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