Receptionist | Administrative Assistant

Man Investments AG · Ausland · 100%

Serves as a welcoming and reliable point of contact for the office, working collaboratively as part of a global, multidisciplinary workforce.
Provides reception, catering and hospitality services, and local leadership across all aspects of employee services, including reception, catering and hospitality, mail, stationery, office consumables, asset management, on-call duty, travel, business reception, and meeting room scheduling.
Support the duties of office Health & Safety requirements, such as office space assessments, food and safety-related incident investigations and implementation of risk preventive measures to ensure that the office space and visitor safety is maintained.
This role can be filled by candidates who are familiar with office and operational norms in a corporate setting and who are based locally, and/or have experience in a supervisory role, at least at an internal level, to deliver a positive user experience in the office of the same product and/or event of the organization, including workplace, campus and organization-wide resources and services.
Also includes being a supportive management support to the senior management in the country/region, and providing assistance to employees and vendors/partners in the office of the same product and/or event of the organization, including workplace, campus and organization-wide resources and services.

Welcome clients and visitors, ensuring a professional and high-quality guest experience.
Coordinate incoming calls, and ensure callers are appropriately routed in the office with a high degree of confidentiality and professionalism of contacts with clients and vendors.
Manage vendor services, including providing hotel, transport, and dietary accommodations for all visitors.
Maintain and operate for the office’s printer/photocopier, and other peripheral devices/technology. Maintain and operate for the office’s copier/printer or other similar devices/technology.
Travel arrangements, hotel accommodations, and ticketing. Assist with booking appointments and arranging travel arrangements to meet the requirements of the business.
Report to the office head or other senior management or key stakeholders in the office, providing administrative support and advice.
Meet and coordinate with vendors and third-party consultants, including planning meetings and ordering supplies, and maintaining stock on hand.
Report on the office space and business activities and other areas of responsibility within the office.
Assist with office maintenance and general office tasks.

Conduct fire safety checks and maintain fire/evacuation procedures and all signage regulations. Support fire marshal or EHS personnel as required to maintain all fire safety standards and sign-off on the evacuation procedures.
Ensure safety of visitors, employees, and contractors. Assist emergency response teams and/or first aiders in the event of an emergency.
Assist with periodic checks on evacuation procedures and fire safety regulations.
Update and check all personal PPE equipment and record all incidents and near misses.

Monitor office space and ensure office is completely stocked with all required supplies and equipment.
Maintain a comprehensive inventory of office supplies and equipment.
Report any issues or concerns to the office manager and/or security team.

Data entry. Responsible for updating and maintaining office supplies inventory.
Purchase office supplies and stationery items and track expenditure as requested.
Manage purchase orders and process vendor invoices through the accounts payable system.
Submit timely report and track expenditures for each department.

Facilitate correspondence with end users, staff, and clients by e-mail, and in person as needed.
Monitor all calls and maintain call logs.

Excellent communication and interpersonal skills.
Good knowledge of the properties of office environments and familiarity with IT and IT projects.
Effective problem-solving skills.
Ability to use technology including MS Office Suite.
Keen attention to detail. Close attention to detail and strong organizational and communication skills.
Flexible and adaptable individual can handle multiple tasks.
Über Man Investments AG
Man Investments AG ist ein globaler aktiver Investment-Manager.

Das Unternehmen bietet alternative und traditionelle Anlagelösungen.

Der Schweizer Sitz befindet sich in Pfäffikon (SZ).

Man Group ist an der Londoner Börse kotiert und Teil des FTSE 250 Index.