Office Administrator

General and Administration Biel, Switzerland

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Description

Office Administrator (50%)
 
The role is a part-time (50%) position, providing administrative support for the local team, including office management, event coordination, and handling inquiries. Additionally, it involves logistics support for the Biel site, covering hands-on tasks such as shipping and packing, alongside administrative duties like inventory management and coordination with internal partners. 
 
Workplace: Biel/Bienne
Reports to: Site Director

Responsibilities

  • Oversee office operations, event and travel coordination, and employee support.
  • Serve as the first point of contact for internal and external inquiries, handling correspondence in English and German or French.
  • Organize and coordinate meetings, travel arrangements, catering, and invitations for the executive board and management.
  • Handle correspondence, mail, phone calls, and invitations in English and German or French.
  • Organize and book interviews for recruitment processes.
  • Welcome and assist visitors.
  • Organize and manage catering for meetings and company events.
  • Maintain and prepare meeting rooms.
  • Maintain the office kitchen and ensure cleanliness.
  • Manage and distribute office mail.
  • Support time recording, interviews, certificates, and references in HR.
  • Organize and coordinate employee language courses.
  • Create invitation letters for official events and meetings.
  • Provide various administrative support to different departments.

Education and Experience

  • Completed commercial training or a comparable qualification.
  • At least 3 years of professional experience in a similar position (e.g., Site Admin, Executive Assistant).

Professional Expertise

  • Strong MS Office knowledge (Excel, Outlook, Word, PowerPoint).
  • ERP knowledge, ideally Oracle EBS.
  • Fluent in English. Fluent in German or French (written and spoken), with knowledge of the other being an advantage.

Soft Skills

  • Hands-on mentality.
  • Self-reliant, reliable, well-structured, and organized.
  • Enjoy working in an international environment.
  • Drive for continuous improvement.
  • Proactive and open personality.
  • Flexibility, independence, customer orientation, and teamwork.
  • Friendly and professional demeanor.

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