Reception & Facilities Assistant

About the role

The Reception & Facilities Assistant will be the first point of contact for visitors and will ensure the smooth operation of the Geneva office. Working Monday to Friday, the role combines front‑desk duties with day‑to‑day office support, requiring flexibility and a customer‑focused attitude.

Key responsibilities

• Welcome and escort internal and external guests, maintaining a professional reception area.
• Collect, sort and distribute incoming couriers; coordinate outgoing shipments with DHL and handle registered/return receipt packages.
• Manage the switchboard, filter incoming calls and keep the reception tidy at all times.
• Assist the EU team with travel arrangements and expense processing.
• Identify office deficiencies and report them to the Office Manager.
• Prepare and clear front‑of‑house conference rooms after use.
• Liaise with building engineers for service requests and support employees with everyday office needs such as ordering business cards.
• Manage office access badges and oversee vendor onboarding.
• Conduct onboarding for new joiners, arrange hotel and restaurant bookings, and support event planning.
• Perform ad‑hoc administrative tasks and provide holiday cover as needed.

Required profile

• Excellent customer service and a friendly, cooperative attitude.
• Fast learner with strong attention to detail.
• Proficient in English.
• Helpful and proactive mindset.

Required skills