Receptionist & Office Assistant
vor 2 Monaten
We’re looking for motivated, engaged people to help make everyone’s journeys better.
Act as the first point of contact in person and on the phone to visitors and employees at gategroup Headquarters in Glattbrugg. You will manage the HQ office facilities and support with general administration in support of smooth office operations.
The role will be responsible for administration of a variety of activities whilst identifying continuous improvement opportunities for streamlining administration processes.
Reception - Duties and Responsibilities:
- Greet and direct visitors entering the office in a professional, friendly, hospitable manner. Determine nature and purpose of visit and direct accordingly.- Coordinate reservations for conference rooms, prepare the meeting rooms and offer hospitality to the guests. Support in the preparation of hosting meetings as required.- Answer telephone calls in a professional manner and redirect calls to the appropriate party. Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.- Manage and administer all incoming and outgoing mails, coordinate the pick-up and delivery of express mail services.- Maintain cleanliness of reception, kitchen area and coffee points including restocking of supplies.- Maintain cleanliness of all areas of the office and coordinate with the concerned parties whenever needed.- Manage office-related projects as requested, or other related duties as appropriate.- Support new employee onboarding and offboarding, incl. workplace arrangement, access badges, etc.- Support Health & Safety for the office incl. a tour of the building on the employees first day
Office Assistant - Duties and Responsibilities:
- Keep printer stations functional with toner, paper, and all office areas tidy.- Assist with other related admin duties such as photocopying, faxing, filing and collating. Assist with the management of regular document clean up and maintenance activities.- Manage the ordering, receiving, stocking and distribution of office supplies etc.- Support smooth Office Operations and provide support in office management related activities as required.- Coordinate with external partners on office facilities, office supplies, office cleaning, etc. as requested.- Calculate and compare costs for required goods or services to achieve maximum return on investment. Manage allocation of company parking spaces, liaising with HR for payroll deductions.- Support improvements of office set-up and layout.
**Qualifications**:
**Education**:
- Swiss KV Degree or similar education
Work Experience:
- Min. 2-5 years Receptionist and/or Office Assistant experience for a multi-national organization- Work experience in hospitality industry is an advantage
Language & Communication skills:
- Excellent German and English language skills are essential, fluent in writing and speech. Other languages are a plus.- Must be able to communicate clearly, effectively and appropriately with people from a wide variety of different backgrounds.
Job Skills & Competencies:
- Strong interpersonal skills, must interact well with all departments, and be efficient and productive in a fast-paced environment.- Customer service oriented with excellent phone etiquette and a service-minded approach.- Polite, professional, and diplomatic attitude.- Proactive, hands-on approach and good ability to organize and follow up on things- Well-structured working style, and keen attention to detail.- A natural helper who is punctual and reliable, with a flexible approach.- Proficient computer and database skills (MS Office, Excel, PowerPoint, etc.).
Job Dimensions
Geographic Responsibility: local; international approach
Type of Employment: Part-time 40 - 50%
Travel %: None
Internal Relationships: Executive Assistants, Heads of Departments & teams, all HQ based employees
External Relationships: Vendors and 3rd parties
Work Environment / Requirements of the Job: Office environment
Organization Structure
Direct Line Manager (Title): Lead Receptionist and Office Manager
Number of Direct Reports: 0
- If you want to be part of a team that helps make travel and culinary memories, join us
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