Office Coordinator

About the Role:
 

In this position, you will make sure that the office environment meets expectations for both visitors and employees. You will be responsible for maintaining a welcoming and professional atmosphere by ensuring the office is clean, well-organized, equipped with necessary supplies and maintained in compliance with all regulations/requirements. And not less important, you will be the face of Swiss Re! Greet visitors, register them, and ensure a smooth check-in process. Manage visitor information systems and ensure confidentiality.

Maintain a professional and welcoming reception area.

Ensure client facing meeting room is kept clean and tidy.

Arrange local and international on demand courier services.

Answer and direct telephone calls/main switchboard or lobby desk.

Call out and handle maintenance issues. Proactively identify and address office needs to keep things running smoothly.

Work with our vendors to make sure the scope of work is being maintained and service levels are met.

Coordinating with vendors and service providers for office supplies and maintenance services.

Provide event support and planning. Collaborate with the hospitality and/or housekeeping service provider to ensure that food and dishes are removed once the function has concluded.

Supply and improve the workplace experience for our employees.

Overseeing the setup and maintenance of meeting rooms and common areas.

Assisting with the planning and execution of office events and meetings.

Frequently audit and ensure FM work tickets are being resolved and closed in a timely manner.

Ensure vendors in scope are being handled and that internal and external SLAs are being met.

Maintain updated Standard Operating Procedures (SOP) manuals for the lobby area or smaller office for the site.

Enter service requests or update them when the work completion status changes in the work order system.

Coordinate and assist with lobby and/or general maintenance issues, to include entering service requests.

Partner with CRES, vendors, and internal teams to manage office space, supplies, and general maintenance.

Partner closely with our IT/AV teams and suppliers to ensure office IT/AV equipment is kept in working order and maintained regularly. Including arranging transportation and maintaining IT/AV equipment.

Contribute to budgeting, forecasting, and cost control initiatives.

Participate in internal projects that improve workplace experience and efficiency, both locally and globally.

Provide access to FM providers to perform maintenance work in accordance with site EHS systems and procedures.

Ensure customer devices, display services and associated lobby technology are up and running at all times. Work with the IT and CRES team to raise issues and technical failures promptly and until they are completely resolved.

 Implementing and maintaining office policies and procedures to enhance operational efficiency.

About you:

You are finishing or have finished your bachelor studies in an Administrative area (Business Administration, Economy, Accounting, Finance, or similar)

You are proficient in Microsoft Office Suite and possess strong administrative skills.

Fluency in Spanish and English is a requirement.

You possess a phenomenal service mentality and a passion for exceeding expectations.

You thrive in a fast-paced environment and enjoy working collaboratively.

You have excellent communication and interpersonal skills, with the ability to build rapport with a diverse group of people.

You are a detail-oriented problem solver with a proactive approach.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.