Office Manager & Front Desk

Your Mission (Should You Choose to Accept It)

We are looking for support in our Office Manager & Front Desk Team to deliver exceptional client experience while ensuring smooth day-to-day office operations. The role focuses on welcoming guests (physical or via telephone), maintaining a professional front‑and back office environment, and coordinating resources that support a high‑quality workplace. Additionally the role includes the day‑to‑day maintenance of the entire office, such as ensuring office supplies are available and distributed to the right locations, meeting rooms are kept organized and stocked, the kitchen and bar area is kept tidy, functional and stocked, and coordinating with delivery providers, vendors and technicians regarding the broader maintenance of the building.

The function aims to contribute to improve office and safety procedures, handle correspondences and invoices, maintain records, manage office expenses as well as support organizing internal events. This position offers the opportunity to manage vendor relationships, support cross‑functional teams, and contribute to office events and initiatives that enhance both client satisfaction and internal collaboration.

We are seeking support in our Office Manager & Front Desk Team who will play a key role in delivering an exceptional client experience while ensuring the smooth and efficient operation of our office.

Front Office & Client Experience

• Welcome and assist visitors in person and by phone with professionalism and warmth
• Maintain a polished and organized reception area that reflects our firm’s standards
• Support meeting room coordination, including readiness checks and visitor logistics

Office Operations & Facilities Management

• Oversee daily office upkeep to ensure a functional and comfortable workspace
• Manage office supplies: monitor inventory, restock items, and distribute materials to the correct locations
• Ensure meeting rooms are equipped and well‑prepared throughout the day
• Contribute to maintaining the kitchen and bar area, ensuring it is tidy, stocked, and fully operational
• Coordinate building maintenance activities with vendors, technicians, and delivery providers

Vendor & Workplace Support

• Manage relationships with facility service providers and external vendors
• Support cross‑functional teams with ad hoc requests that contribute to smooth operations
• Assist in planning and executing internal events and initiatives that foster collaboration and enhance the employee experience

Administrative Tasks

• Handling correspondence and invoices, collaborating with internal stakeholders
• Maintaining records and office expenses
• Support in organizing internal events

This role offers the opportunity to take ownership of front‑office excellence, contribute to a positive and collaborative workplace culture, and ensure our clients and employees enjoy a seamless and high‑quality experience every day.

• Previous experience within the hospitality industry (front‑of‑house experience in a luxury establishment is a plus)
• Excellent verbal and written language skills in both German and in English. French, Italian or any other language is a plus
• Professional presentation and at all times client‑ and luxury oriented
• “Can do” attitude, outstanding communicational and organizational skills, high attention to detail and understanding of office management procedures, a collaborative team spirit, and a strong sense of responsibility to integrate easily and maintain excellent relationships