Reception & General Services Coordinator

Country: Switzerland

This role is responsible for overseeing reception operations, visitor access control, office logistics, facility maintenance, and security in a multi-floor corporate banking environment. This role ensures smooth daily operations, coordinates external service providers, and guarantees a functional and secure workplace.

Duties and Responsibilities:

Reception & Administrative Support:Welcome visitors and manage access control, ensuring security and confidentiality.

Supervise meeting room reservations, refreshments, and internal event logistics.

Organize incoming and outgoing mail, including express shipments.

Oversee stock management and replenishment of office supplies, consumables, and cleaning products.

Coordinate hotel and apartment bookings for employees on business trips.

Arrange maintenance and servicing for the bank’s corporate vehicles

Facilities & General Services:

Ensure the functionality, safety, and cleanliness of 7-floor building.

Supervise maintenance, technical repairs, and oversee external service providers.

Monitor and ensure compliance with building infrastructure operations (HVAC, fire safety, lighting, security systems).

Plan and coordinate office reconfigurations and logistics for corporate events.

Management of floor plans and space distribution

Security & Compliance:Enforce security protocols, visitor access policies, NDA signature collection, and badge management.

Oversee the daily closing and securing of premises.

Manage alarm system responses and video surveillance monitoring.

Supervise emergency evacuation procedures and ensure full regulatory compliance.

Ensure adherence to Swiss MSST (Occupational Safety and Health Measures) standards and other regulatory requirements (LTr, OPAM).

Profile

Secondary school diploma or equivalent.

Certification in Occupational Safety in Switzerland, compliant with MSST (Mesures de Sécurité et Santé au Travail) standards or equivalent qualification.

5+ experience in general services management, ideally within a private bank or institutional setting.

Fluency in Spanish, French, and English is required. Proficiency in Portuguese and/or Arabic is a plus.

Strong command of Microsoft Office (Excel, PowerPoint, Outlook) and AutoCAD.

Knowledge of building management systems (BMS, HVAC, fire safety, access control, and surveillance systems).

Experience in supervising and negotiating with vendors and service providers.

Strong customer service mindset and ability to manage priorities effectively.

Problem-solving skills with the ability to anticipate operational needs.

Team player with flexibility and adaptability to work in a fast-paced, multicultural environment.

Solid understanding of regulatory requirements and risk management in a banking environment