Contract Office Manager

vor 2 Wochen

Basel, Schweiz AL Solutions Vollzeit

Schedule: 100%

Duration: 6 month contract

Start Date: ASAP

Location: Onsite, Basel

My client, a global CRO, are looking for an Office Manager to join their team. Fluent English and German is a must, it would be a bonus if you can speak French. Industry experience not an essential, but prior experience as an Office Manager for a larger organisation is compulsory.

  • Collaborates with the Global Regulatory Affairs, Safety and Quality VPs and teams aiding with tasks, events, organising trips.
  • Manages the reception area, presentation of lobby and open areas.
  • Greets visitors and maintains a log of all visitors to the office, screens, and routes incoming phone calls, receives all incoming mail & packages & fulfills any mailing and shipping requests.
  • Collaborates with the local and functional management team providing planning, coordination, and management of logistics around events, office-based client audits, office visits, meetings, forums, and special events including but not limited to Company Meetings. Organising business trips and other appropriate tasks if needed.
  • Manages inventory related to office supplies, amenities, catering services, cleaning and related services, food delivery etc. Ensure costs are kept within budgetary requirements. In conjunction with Finance arrange invoicing and managing of vendor relationships.
  • Liaises with and instructs building/property managers relative to maintenance, repairs, and from time-to-time renovation projects within Swiss office locations.
  • Responsible for upkeep of office equipment, including copiers, scanners, printers, shredders, kitchen appliances and supplies, etc.
  • Support office location moves.
  • As required circulate office announcements by email or posting on noticeboards.
  •  Supports onboarding of new starters into the business, in collaboration with Talent & Culture, in accordance with onboarding requirements. 
  • Responsible for distribution and supply of branded welcome collateral for new starters as required.
  • Supports IT, if needed, with organising sending out/return of IT equipment.
  • Assists and participates in the Emergency Response Team, responsible for planning around incidental office issues, small and large, weather events, natural disasters, fires, and the like. They participate in the development of related policies and procedures in concert with T+C and IT and serves as master keyholder for the Swiss office.
  • Acts as a point of contact for Health & Safety, First Aid and Fire Safety obligations.
  • Takes on ad hoc tasks and projects as requested and may be required to assist in operational tasks when requested.

Requirements

  • High School Diploma required; bachelor’s degree preferred.
  • Medium to large event planning experience preferred.
  • Previous experience of vendor management required.
  • Experience influencing without authority & indirectly managing others preferred.
  • Advanced skill set with Microsoft Outlook and PowerPoint required; strongly proficient in Microsoft Excel, Word and Teams required.
  • Must be a strong communicator, open to feedback, highly organized, consistently anticipating needs of individuals and organization.
  • Must be able to work independently and operate in times of little guidance, high confidentiality, ambiguity, and competing or shifting priorities
  • Strong writing skills a plus; strengths in relationship building, collaboration and inspiring others a plus.

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