Receptionist - Office Coordinator

This position, based in our Zurich office, is part of our Facilities department and reports to the Head of Family Office in Zurich. It involves very close and regular contact with all members of staff in the local office of Family Office and Investment Management, and the greater Stonehage Fleming Group, as well as clients and suppliers (postal services, taxi services, catering services, etc.) both by telephone, mail and in person.

OVERALL PURPOSE

The individual be the first point of contact within Stonehage Fleming Group in Zurich by managing all incoming
calls and visitors to Stonehage Fleming as well as assisting with all areas of local facilities, all operations in the
building ensuring that these are efficient and cost effective and will act as a point of contact for facilities
management and for office operational issues for both Family Office and Investment Management.

PRINCIPAL ELEMENTS & ACCOUNTABILITIES

Reception and other Administrative tasks

• Set up reception and switchboard in preparation for the start of business
• Answer telephone calls, recording data of all incoming calls. Handle sensitive and confidential calls
• Retrieve any messages and forward as applicable
• Greeting clients and other visitors
• Ensure the reception area is kept clean and tidy and that magazines are tidy and up to date
• Maintain centralized booking procedure for all couriers, meeting rooms and catering when necessary
• Send / receive international DHL post and Swiss post and distribute the internal mail, while keeping track
• Order and maintain stock control of internal & external stationery, diarise and shop online for office goods
• Take care of all visitors, making sure before arrival that staff are aware of who is coming, booking workstations for them and attending to parking requirements
• Report of telecommunication faults, liaising with IT Department once lines have been tested and faults logged
• Bank statements saving in DMS system
• Travel Expenses: Print and distribute credit card statements on a monthly basis
• Fill in Expense claims in the dedicated system and get relevant supporting docs/approvals
• Maintain marketing materials and assist in preparing presentations for Family Office. Act as a back-up in this regard for Investment Management
• Act as a back-up for Personal Assistants in other Swiss locations

Catering

• Co-ordinate/arrange in-house events and client visits; Co-ordinate/arrange outside functions
• Organise and provide refreshments/breakfast/lunches/apéros for meetings and visitors
• Kitchen stocks maintenance

Office Facilities

• Set up meeting rooms within agreed booking system in preparation for start of business
• Coordinate Video Conferences / Conference calls with different offices
• Responsible for office presentation, appearance and desk moves
• Ensure smooth operation of all office facilities including ad-hoc office repairs and maintenance; oversee the work of external contractors involved in repairs and cleaning
• Liaise with the landlord and with the managing agent on any problems/issues which may arise

QUALIFICATIONS AND EXPERIENCE

• Min. High school diploma;
• Min. 5 years of previous relevant work experience
• A secretarial certificate or diploma would be advantageous
• Experience in hospitality would be advantageous

SKILLS

• Perfectly fluent in English and German; French is an asset
• Proficient in all MS Office Packages

COMPETENCIES AND BEHAVIOURS

• Planning & Organizing: Schedule & manage workload effectively, thinks ahead, sets plans to achieve goals, manage time effectively, is able to prioritize
• Teamwork: Support and work towards team goals, share information, is helpful and co-operative, work effectively with people outside immediate team
• Communication skills: Communicate clearly and concisely, listen effectively, written communication is well presented
• Client orientated: Understand and satisfy client needs at all times, deliver excellent client service, take full responsibility and accountability for all client matters including delegated tasks.

Please kindly submit your CV in English. Note we will only respond to candidates matching the requirements of this role