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Receptionist - Office Coordinator 50-60%

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Offered by:

Stonehage Fleming SA

Customer service

WORKING RELATIONSHIPSThis position reports to the relevant Head of Facilities / Group Operations. This role is based in Neuchâtel and involves close and regular contact with the local Department Heads and all members of staff in the Swiss and International offices, the greater Stonehage Fleming Group as well as clients, suppliers and various internal/external business contacts. OVERALL PURPOSEAs Receptionist and Office Coordinator you will be the first point of contact within Stonehage Fleming by
managing all incoming calls and visitors to Stonehage Fleming. You will be responsible for the management and the smooth running of Stonehage Fleming Neuchâtel Office Coordination and Facilities matters in the premises, ensuring efficiency, cost effectiveness and will act as a point of contact for all office operational issues. PRINCIPAL ELEMENTS & ACCOUNTABILITIESReception

  • Set up reception in preparation for the start of business
  • Answer telephone calls, recording data of all incoming calls
  • Greeting clients and other visitors and ensuring that the agreed procedure for signing in is carried out
  • Ensure the reception area is kept clean and tidy, making preparations so that fresh coffee and other beverages are available for clients throughout the day
  • Set up meeting rooms within agreed booking system in preparation for start of business
  • Handling sensitive and confidential calls
  • Maintain centralized booking procedure for all couriers, meeting rooms and catering when necessary
  • Manage and maintain staff and visitor parking allocations
  • Order and maintain stock control of internal & external stationery diarizing and online shopping for office monthly goods; Canteen and kitchen stocks maintenance
  • Take care of all overseas visitors, making sure before arrival that staff are aware of who is coming, booking workstations out for them and attending to parking requirements
  • Send / receive international DHL post and Swiss post; Distribute the Internal mail
  • Coordinate Video Conferences / Conference calls with different offices
  • Report of telecommunication faults, liaising with IT dept once lines have been tested and faults logged
  • Enter archive boxes into the system and file them in the archive room
  • Occasional handling and move / transfer (physical) of archive boxes to the premises of our local storage partner
  • Co-ordinate/arrange in-house events and client visits
  • Ensure full time coverage during holiday

 Office Coordination / Facilities  

  • Responsible for office layout (subject to approval by operational heads)
  • Responsible for office presentation, appearance and desk moves
  • Oversee the work of external consultants and contractors involved in interior design
  • Assist in furniture specification, selection and organisation of removals
  • Ensure smooth operation of all office facilities including ad-hoc office repairs and maintenance
  • Liaise with the landlord and with the managing agent on any problems/issues which may arise
  • Door fob and security access for staff and visitors
  • Maintain marketing materials
  • Close liaison with HR and Finance regarding current procedures/policies/budgets in place

  QUALIFICATIONS AND EXPERIENCE

  • High School (commercial or secretarial) Diploma / Maturité; Hospitality management studies (Ecole
    hôtelière) would be a plus
  • A minimum of 5 years receptionist experience, in an hotel would be a plus
  • Experience in dealing with facility management a plus; Health & Safety awareness essential, part/full qualification and other qualifications that may be identified or required legislatively

  COMPETENCIES, SKILLS AND BEHAVIOURS

  • Bilingual French / English
  • Proficient in all MS Office packages
  • Strong organisational skills and the ability to manage priorities efficiently
  • Strong interpersonal skills, a high level of motivation and flexibility
  • Excellent communication skills
  • A strong client care / service orientation
  • Deals responsibly with confidential information
  • Displays a high level of professional integrity

  We offer you the opportunity to work in an enjoyable environment within an international, fast growing organization. We request interested candidates to please kindly send their CV in English.