Office Administrator (Fixed-term Contract)

Job content

Job Title:Office Administrator

Conditions: 1-year fixed term contract

Working Time: 20 Hours per week; 4 or 5 days per week

Location: St. Gallen

Job Description Overview

The Office Administrator will be responsible for the successful facility management of our office in St. Gallen (approx. 30 employees). The role will report to the site leader and will provide on the ground assistance for administrative, facility, health, and safety compliance requirements locally.

We require an individual with great communications skills, ability to build relationships and exceptional organizational abilities.

Working with the Site Leader, Senior People Partner for EMEA and the local team, the Office Administrator will help us ensure a great office environment for our people to do what we do best, securing the internet.

Primary Responsibilities And Competencies

Office Management

• Responsible for overall front desk activities, including the reception and conference rooms area.
• Provide general clerical duties, including meeting and facilities scheduling, filing, answering phone, and providing reports.
• Greet and accommodate guests in a professional, friendly, hospitable manner.
• Stocking breakroom beverages and snacks, maintenance and upkeep of office equipment and procurement

• Planning space allocations/layouts, maintenance, and smooth running of the office

Vendor Management

• Liaise with building landlord and global facilities team for any building related needs.
• Work with vendors for facilities related issues such as electrical, HVAC, plumbing, security system, fire alarm system, office maintenance and any other facility related work.
• Support identification, selection and onboarding of new facility vendors as required.
• Ensure facility vendor services meet our required needs.

Health and Safety Management

• Lead on our fire and first aid requirements for the office including running annual fire drills, ensuring training on fire and first aid meets required standards.
• Act as COVID point of contact locally for the People team; all actions and responsibilities related to COVID will be conducted at the direction of the Senior People Partner
• Ensure the office facilities meet the requirements for COVID employer expectations.

Administrative Support

• Maintain proper distribution and processing of incoming and outgoing postal mail.
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).
• Assist with billing, completing vendor forms for office needs.
• Expense filing and tracking, budget planning, reporting
• Provide assistance with local People related tasks at the direction of the Senior People Partner
• Provide English to Swiss German/Swiss German to English language support.
• Liaise with global team(s) ensuring the site is adhering to current company standards and processes.

Other clerical and ad hoc duties may be assigned throughout employment as required.

Required Qualifications (education, Experience, &/Or Certification)

• Minimum 3+ years’ experience in office admin with experience in office management.
• Excellent IT Skills; proficient using MS Windows suite (Outlook, Word, Excel, PowerPoint) as well as attention to detail.
• Strong interpersonal and communication skills with the ability to communicate on all levels.
• Strong multitasking skills and ability to prioritize tasks with competing demands to meet deadlines.
• Able to adapt in a fast-paced environment, able to plan, prioritize and organize events/activities/processes.
• High performance individual that is persistent and self-motivated to accomplish tasks.
• Able to work independently, with remote reporting relationship and able to build relationships from a distance.
• Can show initiative and is results orientated.
• Must maintain a high degree of honesty, trust, integrity, and confidentiality.
• Professionalism in both appearance and manner
• Fluent German with ability to read, understand and write in business English.