Receptionist - Zurich Office

About the role

Macro, a global specialist in facilities management, is looking for a receptionist for its Zurich office. The role delivers professional reception, workplace hospitality and administrative service while supporting the day-to-day operations of the client's Zurich office.

Key responsibilities

• Manage calls, emails, visitors and enquiries, issue visitor badges, keep visitor records and resolve workplace complaints
• Prepare quarterly HR reports on visiting employees
• Arrange travel, transport, hotel and parking for employees, and manage booking changes and cancellations
• Coordinate employee onboarding and offboarding, including access badges, lockers, parking permits, workstation preparation and equipment returns
• Book meeting rooms, arrange refreshments and catering, and support internal and external events
• Handle mail, parcels and courier bookings, and prepare and dispatch marketing materials and gift parcels
• Coordinate suppliers and facilities services, monitor supplier performance, run quarterly service reviews and coordinate planned preventive maintenance with the M&E provider
• Review and process invoices for travel, refreshments, supplies, courier and maintenance, and maintain the AMEX credit card database
• Maintain the Master Variable Cost Tracker, prepare monthly facilities management reports and ad hoc reports for the CFO
• Train and coach staff covering reception shifts and share knowledge to ensure service continuity

Required profile

• Previous experience in reception, office administration or workplace coordination
• Experience coordinating travel, meetings, events, suppliers and facilities services
• Good financial administration, invoice processing, record-keeping and reporting skills
• Excellent organisational skills, attention to detail and ability to manage competing priorities
• Professional conduct and discretion with confidential information

Required skills

• Proficiency in Microsoft Office
• Maintaining accurate databases and trackers