Office Manager

**Purpose of the role**:
Playing a vital role in coordinating office activities, managing supplier relationships, and ensuring a seamless working environment.

**Our joint mission**:
Lightspeed powers the businesses that are the backbone of the global economy.

Our one-stop commerce platform transforms and unifies digital and physical operations by enabling multichannel sales, expansion to new locations, global payments, financial solutions and connection to supplier networks. With the Lightspeed commerce platform, merchants in retail and hospitality can build thriving businesses for the future.

We're passionate about enabling people to do their best work. We dream big and we're looking for people who do the same. With us, career milestones happen often and we celebrate every one. Come work with us and find out where your career will take you at Lightspeed

**Role**:

- Being the first point of contact and the face of the office
- Keeping the office a clean and organised place complying with the Lightspeed standard
- Ordering of office supplies and pantry and process invoicing
- Managing the schedule of the meeting rooms
- Planning and executing events/social activities for the office, maintaining the office culture
- Coordinate the fun stuff (birthdays, Friday afternoon drinks, departmental celebrations)
- Managing vendors relations and finding the best fit for Lightspeed
- Provide local oversight and coordination of property and facilities management, reporting to the Facilities team
- Review, prioritise and redistribute work where appropriate
- Scheduling regular maintenance to keep our office the best workspace possible
- Supporting and assisting with employee travel booking and maintaining the platform
- Managing the desk booking platform
- Handling incoming and outgoing mail, including shipping/couriers for the team
- Support the offices in Geneva, Lausanne and Zurich remotely, open for frequent travel to these locations

**And a little bit of....**:

- Contributing as part of the wider team to achieve organisational objectives even if this means doing things that aren't strictly within the scope of your role.

**KPI's**:
**How you will know you are kicking ass**:

- Visitors and employees provide positive feedback regarding their interactions with the Office Manager as the first point of contact.
- Deliver great customer service, with attention to detail and handle inquiries and requests in a professional manner
- Inquiries or requests are handled and resolved by the Office Manager during their initial contact, without the need for escalation or follow-up.
- The office space is clean and organised; health and safety measures are accurate based on predefined criteria and standards, aligned with the Lightspeed standard.
- Office supplies and pantry inventory are efficiently and accurately ordered to ensure a smooth workflow and avoid shortages.
- Maintenance is scheduled in time and issues resolved quickly to maintain a productive and comfortable workspace.
- Employees provide positive feedback with office events and social activities to gauge the effectiveness of maintaining a positive office culture; reporting negative/suggestive feedback.
- Keeps track of employee participation rates in fun activities, such as birthday celebrations, Friday afternoon drinks, and departmental celebrations, to promote team engagement and inclusiveness.
- Evaluates the effectiveness of vendor relations and finds the best-fit vendors for Lightspeed based on quality, cost, and service to ensure overall good performance, quality and dependability.
- Adheres to the Facilities management and Operations guidelines/processes and reports any issues or improvements to the Facilities manager and/or Operations manager and in a timely manner.
- Able to review, prioritise, and redistribute tasks among the team when necessary to maintain an efficient workflow, not missing deadlines and postpone/delay projects/taks.

**Experience**:

- 2-3 years of Office Management experience
- Previous experience with administrative tasks
- Previous experience with budgeting

**Attributes & Skills**:
**What will help you kick ass in this role?**
- Fluent proficiency in both written and spoken English and French
- Excellent time management and organisational skills, with a knack for multitasking and prioritisation.
- Strong attention to detail and accuracy, maintaining a high level of professionalism.
- Experience and knowledge in delivering exceptional service.

**A plus**:

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Ability to handle confidential information with discretion and integrity.
- Previous experience in budgeting and basic financial administration**Where to from here?**
Obviously, this has to be mutually beneficial: we want you to step into a role you love, and we want to offer you a place you're proud to come to every day. For a glimpse into our world check out our career page here.