Office Coordinator

We are looking for a highly organized, proactive, and resourceful Office Coordinator to ensure the seamless operation of our Zurich office.

This role is pivotal in maintaining an efficient and well-managed workspace while delivering top-tier office management, IT coordination, and event support. As a key point of contact for employees, visitors, and service providers, you will play a vital role in fostering a productive and welcoming office environment. With a strong client-service orientation, attention to detail, and ability to manage shifting priorities, you will thrive in our fast-paced, professional setting.

KEY RESPONSIBILITIES

Facility & Office Management

• Oversee building and office access: register new starters, log out leavers, manage visitor badges, and verify access eligibility.
• Welcome guests and provide professional reception experience.
• Manage incoming correspondence: empty letterbox, check reception email inbox, and answer office main line calls.
• Maintain office supplies, kitchen inventory, and coordinate with the cleaning company.
• Order parking tickets and manage desk allocation for visiting Korn Ferry (KF) employees.
• Maintain meeting rooms, including setting up and testing videoconferencing equipment.
• Coordinate office repairs with the landlord and service providers.
• Liaise with the subtenant (Clearstream) to manage shared resources.
• Report office seat capacity to Corporate.
• Handle administrative tasks such as printing, stamping, and forwarding residence certificates.
• Maintain and update internal communication platforms (Zurich Office Fuse Page, KF CHAT SharePoint Page, and the CHAT Org Chart).
• Provide on-site administrative support and process office invoices.

IT Coordination

• Provide first-level on-site IT support and manage technical issues.
• Coordinate with the local IT service provider (InnoSys), including monthly on-site visits.
• Distribute and manage IT equipment, including inventory, returns, and disposals.
• Oversee office IT infrastructure (server room, internet connection) and ensure videoconferencing functionality.
• Order and manage mobile devices, accessories, and subscriptions.

Event Coordination

• Organize internal meetings, client events, and corporate functions, including logistics and catering.
• Support the planning of the Board Breakfast event (twice annually).

Process & Vendor Management

• Assist in improving office processes to enhance efficiency and compliance.
• Coordinate with external suppliers and service providers, managing contracts and invoices.

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

• Language requirements: German - native, English - fluent
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to prioritize tasks and manage multiple responsibilities.
• Proficiency in Microsoft Office Suite and SharePoint.
• Basic technical troubleshooting skills and understanding of office IT infrastructure.
• Proactive and solution-oriented mindset.