Administrative Coordinator

Main Responsibilities

• Reception & Welcome
  • Welcoming visitors and managing telephone calls/intercom.
  • Making sure that the office is presentable and that meeting rooms are prepared.
• Administration & Office Management
  • Managing the calendar and email inbox.
  • Organizing shipments (DHL/Fed Ex) and tracking logistics.
  • Managing the building, access badges, keys, parking, and office supplies.
  • Monitoring office equipment and administrative filing (paper and digital).
  • Administrative coordination.
• Accounting & Finance (Support)
  • Managing the petty cash register.
  • Receiving, checking, scanning, and tracking the approval process for supplier invoices.
  • Monitoring of expenses, rentals, leases, and consumables.
  • Support for cash flow and short-term forecasting.
  • Management and monitoring of corporate credit cards.
• Human Resources (support)
  • Monitoring of leave, absences, teleworking, and business trips.
  • Administrative management of assignments, travel orders, and subcontractors.
• Legal (support)
  • Administrative monitoring of agreements and legal documents.
  • Preparation of Board of Directors meetings and General Assemblies.
  • Drafting of administrative correspondence.
• IT & Tools (Coordination)
  • Administrative monitoring of IT tools and application solutions.
  • Updating of user and subcontractor files.
  • Coordination with IT teams and suppliers.

Educational background, Swiss Federal Certificate of Competence (CFC) in business administration with a commercial baccalaureate or equivalent qualification.

Additional training in administrative management, accounting, or office management is an asset.

5 years of experience in a similar position (administration, secretarial support, office management, or accounting support), ideally within an international or multi-site environment. Proven experience in daily administrative management, accounting follow-up, and coordination with internal and external stakeholders.

• Strong skills in general administration and office management.
• Good understanding of accounting processes (invoicing, invoice tracking, cash management).
• Proficient with MS Office.
• Ability to manage multiple tasks simultaneously with rigor and a strong sense of priorities.
• Excellent organizational and interpersonal skills.
• Autonomy, discretion, and a strong sense of confidentiality.
• Very good language skills in French and English (spoken and written) – C1 level.

• Adaptability and flexibility
• Good customer service and relationship skills
• Communication and teamwork skills
• Organizational skills

We are looking forward to hearing from you.