Office Manager/ Receptionist (for Cambridge and Novell, m/f)

Novell EMEA Job Opportunities

We are immediately looking to hire a

Office Manager/ Receptionist (for Cambridge and Novell, m/f)

Location: Zurich, Switzerland

Job Purpose:

The Office Manager/ Receptionist provides and supports administrative and office management related services for Cambridge Technology Partners and Novell. The Office Manager/ Receptionist works in close cooperation with both companies and as well with the Corporate Service Manager in Germany, with the objective to align and centralize services to the extend possible. This position includes the pro-active communication to the respective management teams of Cambridge Technology Partners and Novell and day-to-day assistance to employees of both companies in all office management and service desk related matters.

Furthermore, the Office Manager/ Receptionist is responsible for the supervision of the service center apprentice in Zurich.

Responsibilities:

Service Desk Administration

• Welcome the visitors/ deliveries, serve beverages
• Handle main switchboard, deliver messages
• Manage faxes/ mail (distribution, franking)
• Ensure proper security all around the office
• Distribute up to date phone lists (monthly) for employees and meeting rooms
• Photocopy, print and bind business presentations
• Handle office keys/ badge system
• Tidy up cafeteria
• Check meeting rooms for both companies each morning and ensure that they are appropriately maintained during the whole day, including flip charts, whiteboards, pens, open the blinds etc, put water bottles in main rooms
• Organize regular office clean-up, space planning, move of some desk
• Maintain Service Centers procedures up to date
• Maintain address list, phone list and intranet up to date
• Ensure that printers/ fax are constantly working properly, call for repairs when needed

Meeting Logistics

• Organize the logistics for various meetings (catering, hotel, restaurant etc)
• Coordinate with IS&T for internal meetings (presentation laptop, beamer, etc)
• Coordinate the new hire integration

Dealing with Suppliers

• Negotiate corporate rates/ discounts in hotels/ shops
• Deal with external suppliers, develop new contacts
• Manage the office supplies, including monthly ordering of stationary and ensure it is maintained in a proper manner
• Order business cards for employees
• Support Corporate Services in role-out of corporate strategies in the office
• Provide requested reports to the Corporate Services Team in Central Region

Event Organisation and enhancing the Office Environment

• Ensure good communications within both companies
• Organize social events like monthly events, Christmas and summer parties
• Have creative ideas for social events and allocated themes
• Compare offers and check on site for the best caterer, location, entertainment
• Take ownership of the social event budget
• Look for office improvements and develop the ambience
• Organize the anniversaries of employees
• Maintain birthday list, order presents for birthdays, leavers
• Ensure that notice boards remain up to date, informative and interesting
• Organize off-site lunches/ dinners for the outside consultants

Team Management

• Supervise/ coach the apprentice
• Ensure that coordination with the Cambridge office in Geneva runs smoothly
• Ensure that the apprentice covers the reception during absences, inform on pending tasks

Other Activities

• Manage corporate apartments (cleaner, contact with landlord, coordination with employees, monthly report to finance), regular review of corporate apartments/assessment of needs
• Manage Petty Cash and submit monthly report to Finance
• Track expenses incurred at a detailed level and make recommendations for savings or enhancements of service
• Support marketing team with large mailings
• Help with translations, miscellaneous correspondence
• Travel Management (credit cards, hotel program, car rental)
• Health, Safety and Security (Site Recovery Coordinator)
• Administer cell phones
• Local procure-to-pay contact

Candidate Profile:

• Education: Commercial apprenticeship or diploma in the hotellerie or office management
• Languages skills required: German (mother tongue), English (fluent in writing and speaking), French would be an advantage
• IT Skills: Office Tools (Spreadsheet, Word processing and presentation)
• Required competencies/ skills: high service orientation and self management, experiences in office management, effective work style and diplomatic approach, excellent team spirit and communication

Our Offer:

• A challenging, varied and exciting job within a global operating company
• An international corporate culture, which is shaped by innovation, performance-orientation, openness and teamwork
• A very attractive salary and benefit package
• An appealing and extensive career development program, which offers varied potentiality for development
• Flat hierarchies and strong project teams combined with an international network
• Job Sharing possible

Application:

Please send your full set of application documents, indicating the position you are interested in, expected salary level and possible entry date, preferably via e-mail. Or feel free to contact us at:

Novell GmbH
Human Resources
Noerdlicher Zubringer 9-11
40470 Duesseldorf

jobs-switzerland@novell.com