About the role
As the Front Office Administrator you will be the first point of contact for all visitors, international colleagues and guests at the reception as well as on the phone. You will be assisting with meeting room reservations and catering orders for meetings, as well as working on various administrative tasks.
What you’ll be doing
Main Tasks & Responsibilities:
* be the first point of contact for all visitors, international colleagues and guests at the reception as well as on the phone,
* welcome and attend to our guests: offer coffee/drinks, order taxi, coordinate management transfers, assist with visitor parking spots, book hotel accommodation if needed, print boarding passes, accommodate special requests - be the perfect host,
* assist guests with the registration process on Envoy, pre-registration and sign in and out,
* prepare and hand out access badges (day badges) and/or tag doors and elevators for guests,
* manage badges for all colleagues with Kaba software (preparation, changes, updates etc…)
* answer and direct incoming telephone calls for The Adecco Group’s Corporate Headquarters,
* distribute all incoming mail from Swiss Post and couriers and inform colleagues accordingly (registered letters, parcels, requested payment of fees). Daily preparation (stamp and/or register) of mail out for Swiss Post.
* Take the outgoing mail to a letter box,
* support with TNT/Fedex parcels, assist colleagues with shipment, manage the accounts (create, delete, changes),
* Responsibility as Travel Manager which includes approval of short-term travel bookings in our Travel tool Egencia,
* answer emails and re-direct some to the responsible person or department,
* assist if requested with meeting room reservation and coordination (prepare requested seating arrangements, open close separation walls; etc.)
* check tea-point in lobby and if necessary clean up and load dishwasher,
* maintain and up-date various lists such as internal phone directory, joiners, leavers, etc. post list, birthday list,
* order business cards upon request for colleagues,
* maintain and update slides for the screens in the reception area and tea points,
* order flowers for various occasions,
* handle petty cash including stamps,
* coordinate invoices with Ariba software,
* support facility department, if needed etc. vacation,
* Create POs in Ariba in line with the annual HR budget for all required suppliers
* Manage communication with Green Time for onboarding new subsidy users and processing leavers,
* Prepare and send birthday emails and vouchers to employees,
* Manage the stamping machine, monitor the franking system balance and send payment slips to AP to reload the franking account,
* Monitor stock levels and order shipment materials from FedEx,
* Prepare new joiner welcome bags,
* Monitor worldwide employees registrations and send out immigration forms,
* Covering Head of Front Office responsibilities during absences, ensuring continuity of operations and consistent service delivery.
About you
* Experience to work in international and dynamic environment,
* Proficiency in English and German; knowledge of French or any other language is an asset,
* Excellent interpersonal and organizational skills,
* Basic professional education in Business (KV), Hotel Business or equivalent,
* Ability to deal with a broad range of activities in international environment,
* Flexible, service-minded, well balanced, reliable,
* Able to work independently as well as in a team,
* Proficient MS Office skills in Word, Excel, PowerPoint, Teams, One Note.
Inclusion
We are proud to be an Equal Opportunity Employer, committed to equity, equal opportunity, inclusion, and diversity.
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