Assistant Office Manager

vor 2 Monaten

PlanlesOuates, Schweiz Alohi Vollzeit

Alohi SA, headquartered in Geneva, Switzerland, brings together a team of highly competent engineers that focus on merging state-of-the-art technologies with compelling user experience to simplify and enhance life for companies and people worldwide. The company provides SIGN.PLUS (a legally binding electronic signature) and FAX.PLUS (online faxing) services to over 2,000,000 customers worldwide.

At Alohi, we began our journey with an initial seed investment from Fongit “Fondation Genevoise pour l’Innovation Technologique” which is backed by the state of Geneva. But instead of relying on external funding to fuel our growth, we’ve chosen to bootstrap our way to success. This approach has allowed us to prioritize our customers and build products that truly meet their needs, without being beholden to outside investors. By remaining financially independent, we’ve been able to maintain our autonomy and agility, which have been key factors in our ability to innovate and stay ahead of the curve.

We are looking for an Assistant Office Manager who can support the Head of Office Operations and oversee the day-to-day administrative and office procedures. As an Assistant Office Manager, you will play a crucial role in maintaining a positive and productive work environment while ensuring the highest levels of organization, communication, and safety. Your responsibilities will also include providing support with HR and accounting tasks.

**Responsibilities**:

- Managing information flow and ensuring timely and accurate communication
- Tracking daily expenses and preparing weekly, monthly, or quarterly reports
- Organizing the office layout and maintaining office supply inventory
- Scheduling meetings and appointments
- Documenting and communicating company procedures and policies
- Maintaining and organizing the office filing system
- Negotiating contracts and prices with office vendors and service providers
- Planning and coordinating in-house and off-site activities, such as parties, celebrations, and conferences
- Working closely with compliance and HR to streamline processes
- Assisting with the onboarding process for new hires

**Requirements**:

- Fluent in English and French (Both writing and speaking)
- Excellent verbal and written communications skills
- Excellent organizational and time management skills
- Discretion and confidentiality
- Ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- A creative mind with the ability to suggest improvements
- Prior use of tools such as Bexio and Xero is considered an advantage

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