Receptionist & Office Coordinator

Client:

Our Client is a leading, independent multi-family office with a strong and well-established global presence, with Swiss offices since many years in both Zurich and Geneva. They offer a range of services for high net worth families, to include strategic planning, and investments as well as administration services and day to day advice. A collegial work atmosphere and a busy, close-knit team. A Client that Finders know very well, thus able to explain the culture of the organisation to any potentially, suitable applicant.

Position:

Are you perhaps working in a high quality hotel on reception and are looking to move into another industry? Or if you are already working on reception in a bank, asset manager or family office today and are looking for a fresh challenge? This is the chance to bring your hospitality and customer service reception and office coordinator skills to a leading company that is recognised globally in the financial services industry, so a super opportunity!

Working in German with the local external service providers, and inside the company with internal collaborators in English. Sitting at the Reception, this position is part of our Client's 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 Group, as well as clients and suppliers (postal services, taxi services, catering services, etc.) both by telephone and in person.

You will be the first point of contact so it is important that you live already within easy reach of Zurich city centre (state of the art offices near Paradeplatz), and are familiar with the local Swiss-German culture, as well as used to working in an international, fast-paced environment - managing all incoming calls and visitors. In addition, you will be assisting with all areas of local facilities, all operations in the building ensuring that these are efficient and cost effective and will acting as a point of contact for facilities management and for office operational issues for both Family Office and Investment Management.

Reception and Administrative Responsibilities to include but not limited to:

• Set up reception and switchboard in preparation for the start of business
• Answer telephone calls, recording data of all incoming calls (to include sensitive and confidential calls)
• Retrieve any messages and forward as applicable
• Greet clients and take care of all visitors - ensuring before arrival that staff are aware of who is coming, booking workstations for them and attending to parking requirements etc
• 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 of same
• Order and maintain stock control of internal & external stationery, diarise and shop online for office goods
• Ensure the reception area is kept clean and tidy and that magazines are tidy and up to date
• 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 for Personal Assistants in other Swiss locations

Catering Responsibilities:

• 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

Profile:

• High school diploma
• Minimum 3 years+ of previous relevant work experience e.g from 5 star hotel, hospitality, gourmet restaurant, asset manager, bank or family office
• Perfectly fluent in English and at least B2 level of German (and/or Swiss-German) a must
• A secretarial certificate or diploma would be advantageous
• Experience in hospitality, customer service and used to demanding clients within a fast-paced, international, corporate environment
• 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
• A proactive person who can think ahead, schedule and plan the workload effectively
• Able to prioritize with excellent time management
• A team player who can support and work towards team goals, share information, is helpful and co-operative, work effectively with people outside the immediate team as well
• Good communication skills - both written and spoken
• Excellent personal presentation
• Proficient in all MS Office Packages
• Already living and working in the Zurich area with valid Swiss work permit
• Able to work full-time for this office-based job