Office Specialist – Workplace Operations

About the role

Frontiers is seeking a proactive Office Specialist to ensure the daily operation of its Lausanne hub runs smoothly. You will be the visible presence that keeps the workplace safe, organized, and ready for employees and visitors.

Key responsibilities

• Walk the office regularly to verify that meeting rooms, collaboration areas, kitchens, storage and common spaces are clean, functional and stocked.
• Identify and resolve minor maintenance or repair issues, escalating larger problems as needed.
• Manage workplace supplies, equipment inventory, mail, deliveries and storage organization.
• Coordinate maintenance requests, improvements and vendor relationships with building management.
• Provide friendly, responsive support to employees and visitors, acting as the primary point of contact for workplace‑related queries.
• Assist with onboarding and off‑boarding logistics, including workspace preparation and office orientation.
• Support the setup and delivery of workshops and internal events in partnership with the Events team.

Required profile

• Highly organized and detail‑oriented with a strong sense of ownership.
• Excellent communication skills and a customer‑service mindset.
• Ability to work independently on the floor, prioritize tasks and solve problems quickly.
• Comfortable collaborating with cross‑functional teams such as Events, IT Services, Security and Facilities.

Required skills

• Basic knowledge of office equipment and facilities maintenance.
• Familiarity with inventory management and supply ordering processes.
• Proficiency in using standard office software (e.g., email, calendar, document tools).