Team Assistant & Corporate Administrator

About the role

We are looking for a proactive and highly organised Office & Administration Coordinator to join the headquarters of an international shipping company in Geneva. The role sits at the heart of the business, ensuring smooth office operations while providing executive, HR, IT and corporate administrative support.

Key responsibilities

• Manage day‑to‑day office operations, welcome visitors and handle incoming calls and correspondence.
• Coordinate office suppliers, service providers, building management and external contractors.
• Oversee office expenses, invoices and postal/courier services.
• Provide administrative support to senior management, including travel arrangements and meeting coordination.
• Prepare corporate correspondence, letters and documentation.
• Act as first point of contact for HR‑related matters, manage holiday records and support onboarding.
• Maintain HR documentation and employee records.
• Serve as local IT liaison, support office equipment, telephony and promote IT security compliance.
• Liaise with local authorities, commercial register and other public‑sector bodies.
• Assist with preparation and filing of corporate documents and ensure regulatory compliance.
• Support operational teams with shipping documentation, maintaining accurate filing systems.
• Handle ad‑hoc administrative requests and internal projects.

Required profile

• Proactive and highly organised with strong attention to detail.
• Excellent communication skills and ability to act as a key point of contact for employees, visitors, suppliers and authorities.
• Ability to manage multiple administrative tasks simultaneously.
• Experience in office management, HR administration and basic IT coordination is advantageous.

Required skills