Receptionist/office Administrator

ROLE OVERVIEW

PURPOSE OF JOB

To ensure a professional front of house service is delivered to all clients’, intermediaries and suppliers, including the effective management of all incoming telephone lines and client meeting room calendars. Overseeing the effective organisation and management of the Swiss office and providing general administrative support to the team when required. Carry out facilities and operational related projects and generally provide support from a premises/facilities perspective.

MAIN RESPONSIBILITIES AND DUTIES

RECEPTIONIST
- Welcome clients, intermediaries, and visitors professionally and warmly, upholding JTC’s standards.
- Prepare meeting rooms and boardrooms, including IT setup and troubleshooting with the IT Team.
- Arrange refreshments and catering according to JTC guidelines, considering dietary needs and allergies.
- Manage boardroom calendars on a rotating basis.
- Maintain tidiness in reception, kitchen, and welcome areas at all times.
- Perform weekly stock checks of kitchen/catering supplies, ordering as needed per Group procedures.
- Organize local travel arrangements (e.g., taxis) for clients and employees.
- Oversee visitor signing in/out and ensure security of personnel entering the premises.
- Ensure adherence to company policies, JTC core values, and expected behaviours.
- Manage the JTC Swiss inbox, logging and forwarding enquiries to the appropriate recipients.

POST AND COURIER - GENERAL
- Maintain online relations with POST CH and courier agencies (DHL, Fedex, Velo Krick etc).
- Ensure office is stocked with postal and courier (DHL) stationary.
- Ensure mail is delivered by POST CH at start of day and collected at end of day.
- Open, stamp, mark up and distribute post and couriers.Registered post to be logged in onsite book and signed for by team member.
- Monitor and oversee the distribution of facilities and supplier correspondence and invoices with the correct business areas.
- Arrange couriers and hand deliveries to be collected within agreed timeframe.

ARCHIVING
- Maintain archive database and looking up files, as required.
- Inputting new files and boxes on archiving database.
- Retrieval of files and boxes held at external archive provider, as requested by Administrators.
- Sending off orders for boxes, barcodes etc.
- Sending requested for boxes and files to be collected.
- Assisting with daily scanning and filing as required.
- Attending the premises of archive provider once per quarter to complete live folder filing.

GENERAL ADMINISTRATIVE DUTIES
- Maintain relations with Notary office and arrange legalising/notarising of documents.
- Maintain relations with Registry du Commerce supporting Group Secretariat with any registry updates.
- Maintain relations with local suppliers providing French speaking support when needed and support to other Swiss group support functions as and when required.
- Maintain relations with chosen Charity and helping coordinate events to promote charitable contributions.
- Maintain relations with corporate bankers and assist management in building relationship.
- Maintaining the physical files of the Swiss Corporate minute books.
- Monitor, order and distribute all stationery, ensuring the process complies with the standard purchasing procedures.
- Monitor and order all stock in kitchen (tea, coffee etc).
- Maintain an active role in promoting the office handbook and ensure that it is kept up-to-date.
- Maintain an active role with the health and safety aspects of the Swiss based business, including keeping the first aid box stocked and ensuring we have sufficient health and safety officers allocated; this will extend to keeping abreast of regulatory change.
- Provide assistance to members of the Swiss team with routine administrative tasks.
- Provide assistance to the Senior Management team to help co-ordinate meetings and calendars, expense reports etc.
- Monthly reconciliation of petty cash and ensuring a float is maintained to cover minor expenses.
- Adhere to JTC’s core values and expected behaviours.
- Any other duties as deemed necessary by Management.

ESSENTIAL REQUIREMENTS
- Excellent communication skills (both written and oral).
- High level of accuracy and attention to detail.
- Ability to work as part of a team, but on occasion work alone due to being located in another location.
- Ability to work to tight deadlines.
- A willingness to learn and develop in the role.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.