Administration Officer 80-100%

Your mission

We are looking for a professional to take responsibility for Administration/Business with a workload of 80 to 100 %. Your primary role is to ensure efficiency and quality across all office and business support functions:

• ‍Finance and project controlling You independently manage project controlling and you have the business figures under control at all times. You ensure the complete recording, execution and documentation of all financial transactions, and carefully review post-calculations, invoices and project profitability. In addition, you prepare financial reports for the management and support the accounting team in preparing quarterly and annual financial statements. This ensures that the management always has a transparent overview of financial activities and that external requirements are met.‍
• Office Management You ensure smooth business operations and efficient workflows. You handle telephone calls, welcome our guests and visitors, prepare office equipment and meeting rooms, and coordinate external service providers for the management of office and consumables supplies as well as for the IT infrastructure with the help of external partners. Processing incoming and outgoing mail also falls within your responsibilities. You monitor and implement organisational objectives and promote a positive office and employee culture that fosters efficiency and productivity.
• Administration You manage the administration area, continuously develop internal processes, templates, and filing systems, and ensure their quality. This includes preparing quotations and invoices, processing small orders and providing general administrative support to the management(coordinating appointments, document management, etc.). Furthermore, you play a key role in shaping our internal digital transformation process, take responsibility for the modernisation and further development of processes and systems, and ensure sustainable, practical solutions.‍

What you bring

• Commercial or business-related basic/advanced education, or further training in administration/management
• Proven experience in a comparable position
• Experience in project financial controlling (advantageous in the construction industry)
• Excellent IT skills (MS Office, especially Excel, Teams, and Abacus; Smartsheet is an advantage)
• Experience with digital transformation processes and ERP systems
• Fluent German; additional languages such as English or French are a plus
• Confident handling of confidential information
• Excellent time and task management skills
• Service-oriented, reliable, and flexible personality
• A proactive, solution-focused hands-on mentality with a strong sense of quality
• Outstanding social skills and team spirit

 What we offer

• A dynamic environment with a committed and creative team
• Varied responsibilities with a a high degree of autonomy
• The opportunity to actively help shape and develop our company
• Excellent social benefits and a pension fund with the highest interest rate in Switzerland
• Active support for your personal development
• A modern office in Zurich West