Office Coordinator | Receptionist

Purpose of the role

Serve as a welcoming and reliable point of contact for the office, working collaboratively as part of a global, multidisciplinary workplace management team to provide a seamless and positive experience for colleagues and clients. * Provide efficient, high-quality support to the CRES team. Manage the broader CRES team and the administrative and technical aspects of office services, including reception, catering and hospitality, mail, office supplies, waste management, access control, etc. Ensure that daily office needs are handled with care, professionalism, and a strong sense of responsibility.

Specific responsibilities

*

Reception and Office Services

• Welcome customers and visitors, and make sure they have a professional and high-quality experience.
• Coordinate hospitality, catering, and the setup of meeting rooms for internal meetings.
• Support the booking of CRS meeting rooms, conference rooms, and other spaces as needed.
• Manage office supplies, including office printing and stationery.
• Continue to provide meals for the team, meetings, events, and visitors.
• Manage the facilities to ensure that the workplace is clean, tidy, and well-maintained.
• Assist the CRES Manager in issuing access passes and coordinating related matters in accordance with agreed-upon regulatory standards and best practices.
• Help coordinate and oversee third-party service providers—including cleaning, catering, pest control, security services, maintenance, facility management, and access control—and liaise with building management as needed.
• Please help with sorting incoming and outgoing mail.
• Provide general day-to-day support to the CRES Manager in the day-to-day management of the office.

*

Health and Safety

• Assist the CRES Manager in maintaining a safe work environment, including conducting routine inspections.
• Keep accurate records for first aid responders, fire safety officers, and PEEPs.
• Make sure that all areas of the office comply with fire safety regulations and that fire safety systems are installed and inspected.
• Help ensure compliance with fire safety procedures and local regulations.
• Report accidents, incidents, and near misses.
• Conduct all or part of the personal CDP (annual) survey

*

Moving and Changes

• Assist the CRES Manager with desk relocations, changes, and related logistics.
• Support all H&S requirements, such as desk reservations, locker assignments, and artwork.

*

Event Management

• Help