Office Assistant – Reception

Job Description

The role holder is responsible for the day-to-day tasks involved at reception; expected to provide a professional and pro-active service to both internal and external clients as well as general administrative support. Maintain signature lists and service company files up to date and deal with all internal payments, cash and office supply stock management. Proactively build and maintain good relationships with colleagues in Switzerland and worldwide, with service providers and suppliers, demonstrating a ‘client service’ culture.

Tasks (what does the role do on a day-to-day basis)

• To provide courteous and efficient service to all incoming calls and be the first point of contact for clients and visitors, internal and external, to the Company offices
• To ensure daily communication and service with post as well as external couriers, whilst the reception area, kitchen and washroom is kept tidy at all times
• To pick up and ship mail, arrange notarisations, stock up office supply
• To manage and maintain diary for booking meetings and organise events
• Maintain up to date signature lists and service company records
• Oversee independently service agreements with third party service providers, suppliers, post, cleaners etc. and the relevant expected delivery of service
• Enter any disbursements in our internal payment tool, manage the petty cash and any ad-hoc expenses, liaise with Group internal accounting
• Monitor, capture, check and oversee third-party invoices, arrange settlement
• Support managers with annual reporting, maintain schedules as necessary
• Perform filing, labelling and scanning of documents, accurate in a timely manner 
• Provide support to the managers with the invoicing process, payments, correspondence, travel and expense reports, AML file updates
• To be the IT interface between Group IT and the Zurich office, in collaboration with the Geneva office
• Plan, organise and prioritise tasks and activities efficiently