Facilities and Technology Assistant, Full-Time (m/f/w)

Tasks

• Assist the Facilities Manager in coordinating daily, seasonal, and preventive maintenance activities, including regular workplace inspections.
• Support in the distribution of health and safety policies, updates, and procedural guidelines.
• Assistance with the installation of all signage and safety signs.
• Ensure that all meeting and conference rooms (including technical equipment) are available for business activities.
• Assistance with the implementation and maintenance of documentation for business continuity and emergency response.
• Assistance with monitoring other functions, facilities, and workplace activities.
• Assistance with the planning of all office activities and events.
• Assistance with coordinating cleaning, facilities, and workplace activities.
• Assistance with various work-related and operational team activities.
• Tracking invoices via Office Teams and the facility intranet, as well as monitoring requests.
• Assistance with building maintenance and asset management, including updating floor plans.
• Assistance with ensuring and documenting departmental operations.
• Assistance with monitoring and posting signs, licenses, and access cards.
• Provision and description of documents for the physical space used for departmental operations.
• Assist in ensuring that the calendar for facilities, productions, and events is set up by 6:00 p.m.
• Providing ad hoc and emergency support to colleagues throughout the company.
• Assistance with setting up staff rooms, meeting rooms, and booking rooms.
• Handling incoming calls and forwarding important inquiries from stakeholders.
• Building strong working relationships with internal stakeholders, tenants, and service providers.
• Making and recording reservations for events, arrangements, and specific projects.
• Performing other tasks as reasonably requested to support the Facilities Manager and business partners.

Requirements

• Extensive experience: At least 5 years of professional experience in the German-speaking region.
• At least 5 years of professional experience in a similar position involving administration (assistant), legal affairs, litigation, construction management, or public health, safety, or sustainability within building and facility management, corporate planning, facility management, or a similar field.
• At least 3 years of relevant experience in IT end-user support, including Microsoft Office (Word, Excel, PowerPoint), Microsoft 365 Teams, and basic IT system administration.
• At least 3 years of experience in building maintenance, HVAC (heating, ventilation, and air conditioning), or electrical engineering, or equivalent, with practical knowledge in the management of commercial spaces, layout planning, and the creation of floor plans.
• Fluency in English with a solid command of German in both spoken and written communication (or the ability to become fluent in spoken and written English within 12 months of the start date), as well as the ability to work in a multicultural environment and interact with clients or the general public.
• Self-starter with a high degree of autonomy and initiative.
• Strong attention to detail, proactive, highly organized, and solution-oriented, with a commitment to delivering first-class service.
• Excellent communication and customer service skills.
• Knowledge of Swiss regulations and procedures (data protection (GDPR / DPA), asset management,