• Oversee office operations, including reception management and space utilization.
• Handle incoming and outgoing mail and packages, including forwarding, and tracking deliveries (CH only)
• Responsible for Telephone Management and Office Email Address (answering and forwarding questions from customers)
• Coordinate service providers and facility management for smooth office functioning.
• Support back-office functions and ordering of necessary supplies.
• Participate in the onboarding and offboarding process for employees, including setting up workstations and providing necessary resources.
• Oversees archiving processes and systems incl. communication with external archiving company

• Support handling and processes of administrative documents (collection from various / signature collection, courier services, notary notifications…)
• First level support for Customer Service
• Generates and manages purchase orders (PO) for department(s):
• Creates and updates purchase orders and shares with respective vendors based on business request.
• Liaises with finance business partner(s) regularly to ensure alignment with numbers.
• Acknowledges invoices in finance system and works with Accounts Payable (AP) to ensure timely payments, filing and archiving.
• Carry out administrative tasks for non-routine processes
• There may also be the need to go to the Vienna office once a quarter

• Previous experience in an office management role
• Proven experience in administrative support and coordination to a team
• Experience of telephone interactions and contact with customers
• Experience in working in a Matrix organisation
• Able to communicate and interact at all levels, with experience of working across diverse and complex customer groups
• Strong organizational skills and attention to detail
• Ability to maintain a high degree of confidentiality
• Event planning and coordination experience
• Ability to adapt to change and ambiguity with confidence
• Ability to resourcefully solve problems with a sense of urgency
• Ability to work independently and collaboratively in a fast-paced environment
• Familiarity with commercial operations and coordination
• Proficiency in MS Office Suite
• High degree of professionalism
• Positive & constructive mindset
• Fluent in German and English - verbal and written communication

CH Basel 2024-10-31 Permanent